We all want to find ways to save time, but not at the expense of efficiency. When it comes to workforce management, the right software will not only save a lot of administrative time, it will also dramatically increase efficiency and accuracy.
Workforce management software is an essential tool if your company relies on shift work, especially if you have multiple locations. It will enable you to save money on your staffing costs – our clients make up to 27% savings – and help you more efficiently manage people, processes, and systems.
Using workforce management tools delivers many benefits, including cost control and compliance. Most workforce management software includes key features like scheduling, integration capabilities with payroll systems, and time tracking employee hours, but more sophisticated systems also include demand rostering, geolocation and comprehensive reporting.
The main feature of workforce management is scheduling. Scheduling rotas has always been a major headache for managers, which is why specialist software is now a business essential. As a bare minimum, good scheduling software will take everyone’s availability into account, along with the compliance needs of every shift, ensuring it will be fully covered.
One aspect of workforce software staff members really appreciate is the employee self service feature. Having a mobile app enables staff to keep in touch at their own convenience whether they’re keeping you informed about their availability or requesting leave. It makes their life easier and helps them feel in control,
Other key features include time tracking facilities where staff can clock in and out on their phone, whether manually, through a QR code, or automatically using geolocation. The ability to clock in and out online means that timesheet data can be sent directly to your payroll department, calculating payroll data quickly and accurately.
Absence management is another key feature of workforce management software. It makes it easy for staff members to let you know their availability and request leave, which helps you track absences. It also allows you to record unscheduled or unauthorised absences, showing patterns in attendance which will help you identify problems, for example patterns in sickness – it will calculate the Bradford Factor for you.
Accurate reporting is another important feature of any workforce management software. It enables you to get detailed business data that will help with many aspects of your staffing, giving you insights into busy/quiet times as well as staff absences which enables you to make better informed decisions. When you have a lot of data, you will be better able to create rotas that utilise staff time more intelligently, creating greater efficiencies that will help your business make cost savings on staffing at the same time as improving productivity.
There are many different workforce management software systems available, so when you’re considering which system is best for you, you need to check what it provides against the specific needs of your business. It’s also important to take your business plans into account at the same time. For example, if you have plans to expand your business and take on new staff in the near future, you need to be aware that some software companies charge per user, whereas others, like Nextra, allow an unlimited number of users which means adding new staff to your system won’t cost you any more.
You also need to think about how the new system will integrate with any existing systems and features you’re currently using. For example, as far as we’re aware, Nextra is the only workforce management solution that provides 100% of your needs. Some companies with more complex needs would otherwise have to use two or more different brands of software to cover their needs, which means they not only have to make sure the different systems are compatible, but also be prepared to pay more overall. With one system that covers all your needs, you can be certain that everything is running as efficiently as possible.
One aspect of getting a new system that people often neglect to research until it’s too late is the level of technical support and training they’ll receive. When moving to new software, it’s hugely important to choose a system that’s backed up with good service levels so that you can be confident you’ll get the right kind of support if you need it.
The best workforce management solution is one that meets the specific needs of your business. Therefore the best software for your business will provide:
The biggest benefit that workforce management software can offer your company is the reduction of staffing costs – Nextra’s clients report savings on staffing costs of up to 27% since switching to our software. Savings accumulate through a combination of reducing the amount of admin time it takes to create schedules and implement changes, reducing human error, and increasing scheduling efficiencies thanks to the reporting data available, as well as the increased efficiency in time clocking as well as the reduction in time theft afforded by electronic clocking in and out.
A good workforce management solution also helps improve employee satisfaction in a number of subtle ways. It gives them the opportunity to amend employee records, such as changing their personal details, requesting leave, adding their availability etc whenever and wherever it suits them, making them feel more in control. By scheduling shifts based on every employee’s availability, they’re less likely to ask for changes. And even if they do, drag and drop functionality will make it quick and easy to make shift swaps and other changes.
With the app downloaded to staff members’ mobile devices, WFM software enables the automation of attendance tracking and absence management. Managing payroll is easy because data is sent directly to your payroll department – pay and holiday pay are automatically calculated, reducing the possibility of human error and improving the employee experience.
It also means that every shift will always be fully compliant – you simply input the data about how many staff with certain certifications, qualifications and experience are needed per shift, and the software will make sure you’re covered.
Thanks to in-depth reporting, you’ll be able to create rotas based on your workforce data which can help you provide the optimum number of staff per shift – even down to the hour – reducing the risk that you will be under- or over-staffed. This means that no staff members are hanging around doing nothing, and no staff members will feel stressed because there aren’t enough people on shift to get the job done, enabling them to do a better job, thus increasing customer satisfaction. The additional benefit is that your staff won’t be demotivated by the situation, productivity will be as expected, and your brand’s reputation won’t suffer as a result of poor service or outcomes.
Finding a workforce management system that works for you is one of the biggest challenges companies face. It’s unlikely that an off-the-shelf solution will provide everything you need at the price you can afford which means you have to compromise or invest in more than one system. The advantage of Nextra software is that it’s customisable so you get exactly what you need, in one system.
For some companies, getting all the administrative staff onboard can be a big challenge. Understandably, some people are resistant to change, and this is one of the most common challenges businesses implementing workforce management software face, especially if scheduling is still being done manually. However, resistance can be overcome by giving staff members information about how the system will improve their work. Manual scheduling in particular takes up a lot of time and can be very stressful – scheduling software creates schedules almost instantly at the same time as taking the headache away, freeing up a lot more time and energy for other tasks.
Some people are also concerned about the steep learning curve that introducing a new system can force them to undertake. The best workforce management systems are intuitive to use and have a team of specialists who will travel to your office to train your staff in person. When training is done face-to-face, it’s easier for the trainers to spot people who may need a little more time to get to grips with the new system, giving them the time and encouragement needed to make them feel comfortable. This creates a team of people who are confident using the system correctly and who will embrace it enthusiastically.
Nextra’s workforce management system offers you a customisable solution to all your workforce management needs at an affordable price – packages are from just £1,850 a year, with no per-user fees. We are the only company providing software solutions that meet 100% of your workforce management needs all in one platform, including the ability to create custom reports that give meaningful insights to help improve scheduling efficiencies and employee engagement.
In 2025, Nextra software was voted one of the top three time and attendance software systems in the UK by CompareYourBusinessCosts because we offer “users an unparalleled software package designed to meet and exceed expectations” with “a proven track record in enhancing productivity and reducing labour costs for businesses”.
We were also praised for our UK-based in-house support thanks to our “professional and friendly team that can offer dedicated care for any range of unique demands.”
If you’re on the lookout for the right workforce management solution and would like to find out more or arrange a personalised demo to show you how Nextra software can help you increase efficiency and decrease staffing costs, click here to get the ball rolling.
