How is Planfix better than spreadsheets and shared calendars for staffing?

Spreadsheets and shared calendars were not built for changing requests, approvals, and timesheets. In Planfix every request becomes a task with structured fields, comments, files, and a full history of changes. Planner boards, calendars, and reports all use the same governed data. You see coverage, gaps, incidents, and costs in one place, so weekly reconciliation turns into a quick review instead of a stressful rescue mission. That means fewer surprises for you and fewer disputes with clients.

Do we need to redesign our staffing process to start using Planfix?

You do not have to throw away what already works for your coordinators. Planfix uses no code configuration, custom fields, and status sets so you can mirror your existing steps, contracts, and exceptions. Begin with one client or one site, capture requests by email to task, and manage shifts on a Planner board. Improve automation and approvals later once the team is confident in the new workspace. This phased approach keeps risk low while still moving you away from fragile spreadsheets.

How does Planfix help with payroll, billing, and audits?

Hours and costs are logged with data tags on each shift, so payroll and billing always pull from one consistent dataset. Calculated fields and Project Totals show margin, overtime, and corrections by client or site before invoices go out. The report designer lets you build client ready exports and audit friendly summaries. You can prove what happened on any day without reopening spreadsheets or searching through scattered email threads. Auditors and key customers see that your numbers are transparent and repeatable.

Will our coordinators and supervisors actually use Planfix every day?

Coordinators, supervisors, and finance each get workspaces tailored to their role with only the boards, lists, and reports they need. Real time notifications, mobile access, and clear Planner queues replace scattered chats and calls. Shift changes and urgent requests are visible to everyone responsible, even when they are away from the office. Once the team sees that coverage decisions, incidents, and timesheets all live in one place, Planfix becomes the natural daily tool. They gain control instead of feeling chased by messages.

Staffing Management Software for Agencies

Staffing / Outstaff - Client Requests, Shifts, Timesheets

Give your staffing team one governed workspace for client requests, schedules, and timesheets. Capture every inquiry, fill shifts on time, and reconcile hours and costs without chasing spreadsheets, inboxes, or side chats.

One System for Client Requests, Shifts, and Timesheets

You handle staffing work across email, messengers, spreadsheets, and calls. Planfix turns every request into a task and keeps shifts, sites, time, and costs on the same records. Everyone finally sees the full picture in one place.

What You Improve First

Clean Client Requests

Turn every inbound message into a structured request with client, site, roles, and dates captured once.

One Planner for Shifts

Build and update shift schedules on a single Planner board instead of juggling separate spreadsheets.

Reliable Timesheets and Billing

Collect hours and overtime with data tags so payroll, invoicing, and reports always use the same numbers.

Start With Clean Client Requests

Set up email and chat to task so every request lands in Planfix with structured fields. AI Dataminer reads freeform messages and fills the details you choose, so owners, next steps, and service terms are always clear.

Planner Board for Coverage

Use conditional lists to see shifts by client, site, or day and update fields by simple drag and drop.

Client Dashboard

Give clients a secure view of shared requests, shifts, and reports without separate portals or manual exports.

AI Dataminer

Let a robot user parse client messages and write roles, dates, and volumes directly into task fields.

Build Smart Shift Schedules and Assignments

Create shift tasks from templates and link them to client requests so repeat work scales cleanly. Use Planner views and calendars to see open slots, real workloads, and skills in one place before you confirm coverage.

Incidents In Context

Log issues as comments or subtasks on the shift so you always see what happened and how it was fixed.

Real Time Updates

Use notifications and mobile apps so coordinators and supervisors see changes to shifts as soon as they happen.

Calls and Voice Notes

Attach calls to tasks, transcribe speech, and use call analysis so conversations turn into searchable structured data.

Collect, Reconcile, and Report Time and Cost

Log hours and costs with data tags on each shift task. Use timers or manual entries, then compare planned shifts to actual work. Calculated fields and Project Totals show margin and overtime before you bill a client.

Predictable Operation

Run staffing from one governed workspace so you always know what is planned, in progress, and closed.

Confident Team

Coordinators see the same live board, numbers, and context so urgent requests feel controlled rather than chaotic.

Protected Margin

Use reports and dashboards to see cost of coverage decisions by client, site, and period in real time.

Reduce Barriers to Change

Mirror your current staffing flow with no code configuration, custom fields, and status sets instead of forcing a template. Start with one client or site, then expand as teams get comfortable with boards, dashboards, and reports.

FAQ