A single planning hub for clients, shifts and employees.
A cleaning organisation scheduled dozens of employees across dozens of clients using loose Excel sheets and group chats. We built a central hub where admin, clients and field engineers work on the same schedule in real time.
Planning was faster in WhatsApp than in the system, and every week something went wrong.
Excel planning was the truth
Different versions circulated between the office and team leaders. Changes were lost.
Shifts were forgotten or double-booked
Leave periods and changes were not always communicated. Clients sometimes noticed first.
Client questions required investigation
“Who is coming tomorrow?” or “Who came last week?” meant phoning and searching through sheets.
Hours per week spent on planning work
Coordination between clients, employees, and invoicing cost multiples of the actual execution time.
A shared planning hub where every shift has one place.
We built a central web app with client management, employee management and a planning calendar. For each client, you immediately see who is coming when, with full history and upcoming shifts.
Client calendar per client
Day/week/month view per client with drag & drop. Empty slots immediately open an 'Add shift' dialogue for that client.
Employee management
Complete employee file with availability, skills and linked clients.
Shifts & history
Upcoming shifts and a searchable history per client, useful for invoicing.
Leave & exceptions
Holiday periods and exceptions are visually covered in the calendar; no more double planning.
Real-time sync
Changes made by the office are immediately visible to the team in the field straight away.
Customer detail page
One click on a client name opens a complete file page with tabs for calendar, shifts and history.
Live in 3 phases.
Mapping the planning flow
We mapped client, employee, shift and leave period, and decided which system holds the correct data.
Build of client module + calendar
Client list, client detail page, and the shared planning calendar with drag & drop and filters per client or employee.
Migration & adoption
Migration from existing sheets, short internal training and go-live. Excel versions were discontinued in the same week.
Measurable impact, from day 1.
Saved on coordination and rework
Duplicate or forgotten shifts since go-live
Per client: calendar, shifts AND history
Team works in the same system
Are you still planning with sheets, group chats and separate messages?
In a free session, we'll look at how your planning can look in one place, without turning your whole way of working upside down.