Workforce Planning Software: Always Have the Right Engineer on the Right Job

Your planner starts the day with an engineer who has called in sick. There is a route planned with five customer visits. Someone else needs to take over, but who has the right skills? Who is nearby? That information is spread across five different places and the phone is already ringing.

 

With Simple-Simon’s workforce planning software, you can instantly see who is available, what skills they have and what their route for the day already looks like. Simply drag the job sheet to the right engineer and they receive the update immediately on their phone, without you having to make a single call.

 

Workforce planning in Simple-Simon works seamlessly together with the job sheet app and digital planning board: everything you schedule is instantly available to your engineers in the app.

Machinebeheer

What is workforce planning software?

Workforce planning software is a digital system that allows you to schedule, manage and adjust the deployment of your employees in real time. You create schedules, assign job sheets to the right person and adapt your planning instantly when sickness, emergency jobs or changes occur, without manually calling or emailing staff.

For field service businesses, workforce planning goes beyond a simple rota. You plan based on skills, availability and location. Your engineers see their schedule directly on their phone and receive notifications when changes occur, ensuring everyone always works with the latest information.

Optimise your workforce planning

Create schedules in minutes instead of hours. Instantly see when employees are available, what skills they have and which job sheets have already been assigned to them.

  • You assign a job sheet by simply dragging it to the correct employee on the planning board. The engineer receives the update immediately on their phone without requiring a phone call.
  • Plan based on skills and availability: Simple-Simon shows which employees have the right certifications or specialisations for a specific job.
  • When an emergency job comes in or an employee calls in sick, you immediately see who is available and can fill the gap without manually searching through lists.
  • Plan per employee, customer or day using the digital planning board, with views that can be customised to match your preferences.
Technieker technologie tablet

Capacity planning: how much work is already scheduled?

You do not want to discover halfway through the week that you have scheduled twenty more hours of work than your team can realistically complete. With Simple-Simon’s capacity planning, you can see how many hours are planned through job sheets versus how many hours your team actually has available.

You can view each employee’s workload for the coming days. Is one engineer fully booked while another still has capacity? Simply drag the job sheet to another schedule and the time registration automatically follows.

For businesses with service contracts and recurring maintenance visits, Simple-Simon offers periodic calculations to show which customers require service soon and how much capacity you have available for upcoming work.

planningsapp

Changes instantly communicated to engineers and customers

You adjust the planning in the office. Within seconds, your engineer receives a push notification on their phone with the updated job sheet. They do not need to call and neither do you. The update is simply there.

If an engineer calls in sick or an emergency job comes in, you drag the job sheets to another available engineer. The domino effect of rescheduling that normally creates endless phone calls disappears. Everyone always sees the latest planning.

If the appointment also changes for the customer, the customer communication module automatically sends an update with the new date or time without any additional effort from your team.

zonnenpanelen monteur app

Field service planning software: intelligently schedule engineers on location

Your engineers leave from home or from the depot every day. Which customer should they visit? What is the most efficient order for those appointments? With Simple-Simon’s workforce planning software, you create routes and schedules that minimise driving time and maximise completed jobs.

Route optimisation for smarter routes

Simple-Simon calculates the optimal order of customer visits based on location and travel time. Your planner immediately sees which routes are realistic and which schedules are already overloaded. This prevents unrealistic schedules that lead to delays and frustrated customers.

Offline working on locations without coverage

Your engineer may be working in a basement, on an industrial estate or in an area without mobile reception. The mobile app stores everything locally: job sheets, checklists and materials. As soon as an internet connection becomes available again, everything synchronises automatically with the office.

Strategic planning for better results

With Simple-Simon, you always place the right people in the right place. Optimise the deployment of your workforce by taking skills and availability into account. This allows you to proactively respond to demand and improve efficiency throughout your organisation.

Strategic planning for better results

  • Smart Scheduling: Easily build and manage schedules for office and field staff;
  • Real-Time Updates: Keep your whole team in sync with up-to-date planning info;
  • Flexible Adjustments: Make last-minute changes with minimal effort;
  • Improved Collaboration: Strengthen communication between office and field.

Want to experience the benefits firsthand? Book a free demo today and see how Simple-Simon can optimize your workforce scheduling.

Team of constructor workers

Workforce planning tailored to your business

You configure your company schedule once, including holidays, public holidays, shift patterns and company closures. Simple-Simon automatically takes these into account when planning job sheets, ensuring you never schedule work on days when nobody is available.

For each employee, you define contract hours, holiday entitlement and working hours. The workforce planning software automatically calculates how many hours are available each week and compares this against planned work, making overbooking immediately visible.

Installatieteam bouw

Who is workforce planning software for?

Simple-Simon’s workforce planning software is built for SMEs with field service teams that schedule engineers, technicians or service employees at customer locations every day.

Typical users include:

  • Installation companies scheduling multiple engineers each day based on skills, region and availability, including recurring maintenance visits.
  • HVAC specialists handling seasonal peaks and quickly assigning last-minute emergency jobs.
  • Refrigeration and commercial kitchen service companies scheduling job sheets per asset and engineer, including jobs requiring both lead and assistant engineers.
  • Service companies with maintenance contracts that need to plan periodically based on contract intervals and available capacity.
  • Businesses working with subcontractors or freelancers who require planning visibility without access to the full administration.
  • Growing companies looking to replace manual planning via WhatsApp, Excel spreadsheets or paper schedules with a scalable system.

Frequently Asked Questions about Workforce Planning Software

What is workforce planning software?

Workforce planning software is a digital system that allows you to schedule, manage and track your employees. You can see who is available, what skills they have and what is already planned. When changes occur, you adjust the schedule instantly and employees receive notifications directly on their phone.

What is the difference between workforce planning and staff rota software?

Staff rota software focuses on creating work schedules and shifts. Workforce planning goes further by scheduling specific tasks, job sheets and assignments while taking skills, location and availability into account. Simple-Simon combines both in one system: create the rota and schedule the work in a single platform.

Can I connect workforce planning to my accounting software?

Yes. Simple-Simon integrates with more than 80 ERP and accounting systems, including Exact, SnelStart and AFAS. The hours your engineers register automatically flow through to your accounting package. Explore all integrations to find the right fit for your business.

Does the planning also work offline for engineers?

Yes. The Simple-Simon app works without an internet connection. Engineers can view their planning and job sheets offline. If changes are made while they are offline, they receive the update as soon as they reconnect.

How do I schedule based on skills and availability?

You define each employee’s skills, certifications and specialisations within the system. During planning, Simple-Simon shows which employees are both qualified for the work and available at that time. Simply select the right person and drag the job sheet into their schedule.

What does the Simple-Simon workforce planning software cost?

The Simple-Simon platform starts from €30 per user per month. No contracts and no minimum commitment. Try it free for 14 days.

Start today with Simple-Simon

Plan a demo or start a 2 week trial

Complete for €30  per month, per user

Try for freeStart a demo

“Our company has been using this app for a very long time, and now with the new 3.0 version, it works even better. Thanks a lot!”

Aktie Totaalinstallateurs B.V.

★★★★★
★★★★★
4.8/5 rated