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Bespoke HRMSClinic and workforce SaaS

Shift planning, time tracking and payroll for teams that work in shifts.

Bespoke HRMS runs the working week of shift-based teams across several locations: who works when, who clocked in where, and what everyone is paid.

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Client
Bespoke HRMS
Platforms
Mobile app, Web app
The Bespoke HRMS dashboard on a laptop beside three phones running the employee app

Overview

Bespoke HRMS runs the working week of shift-based teams across several locations: who works when, who clocked in where, and what everyone is paid.

The starting point

The client came to us with an idea, not a product. For a shift-based business with several locations, the rota, the hours and the payslip depend on each other, yet they usually live in different tools, and every mismatch costs time and trust. The brief was to put all three in one system.

What we built

The whole product, end to end. Demand-based AI shift scheduling. Mobile clock-in and clock-out with GPS or Wi-Fi assisted verification, and kiosk attendance where supported. Absence management, employee records and documents, contracts generated from templates and signed digitally, employee self-service, and payroll calculations and reporting. Managers work from a dashboard, employees from the app.

How we worked

We scoped and designed the product for shift-based teams first, then built it in the order the working week runs: scheduling, then time tracking and absences, then records, contracts and self-service, then payroll and the integrations that hand it on. Every part was built and deployed, not left as a prototype.

The technical choices

Scheduling plans shifts around how busy each location is expected to be, so the rota follows demand instead of habit. Location checks at clock-in keep the hours accurate, and payroll works from the same hours the schedule planned. Integrations connect to the payroll systems and HR infrastructure a business already uses.

Where it is now

Bespoke HRMS is a product in its own right today. In the client's words, working with us felt like having their own engineering team from the first day.

How it was built

Bespoke HRMS, phase by phase.

What each stage of the project delivered, in the order we built it.

  1. Phase 1

    Scope and design

    The product for shift-based teams across several locations, scoped and designed end to end.

  2. Phase 2

    AI shift scheduling

    Demand-based scheduling that plans shifts around how busy each location is expected to be.

  3. Phase 3

    Time tracking and absences

    Mobile clock-in and clock-out with GPS or Wi-Fi assisted verification, kiosk attendance where supported, and absence management.

  4. Phase 4

    Records, contracts and self-service

    Employee records and documents, contracts generated from templates and signed digitally, and self-service for employees.

  5. Phase 5

    Payroll and integrations

    Payroll calculations and reporting, and integrations with payroll systems and HR infrastructure.

What we built

The product, feature by feature.

Planning

  • AI shift scheduling

    Shift plans built around expected demand at each location.

Time

  • Time tracking

    Mobile clock-in and clock-out, GPS or Wi-Fi assisted verification, and kiosk attendance where supported.

  • Absence management

    Leave and absences in the same system as the schedule.

People

  • Employee records

    Records and documents in one place.

  • Contracts

    Generated from templates and signed digitally.

  • Self-service

    Employees look after their own details and documents.

Pay

  • Payroll

    Calculations and reporting.

  • Integrations

    Connections to payroll systems and HR infrastructure.

Inside the product

Bespoke HRMS dashboard with shortcuts to employees, holidays, scheduling, payroll, stores and reports, and two charts
Manager dashboard for employees, holidays, shift scheduling and payroll
Three phones showing the Bespoke HRMS employee app: leave overview, sign in and profile
Employee app for leave requests, signing in and the personal profile

Testimonial

In their words.

We came with an idea and left with a company's worth of product: AI scheduling, a mobile app with time tracking and payroll, built and deployed end to end. It felt like having our own engineering team from the first day.

Nina Schneider

Bespoke HRMS

The whole HRMS product: AI scheduling, a tracking app and payroll

Industries

The same problem, industry by industry.

The industry this project sits in comes first. Pick another to see how the problem shows up there, and what we build for it.

Software and SaaS

The problem

The roadmap is full, support tickets keep pulling engineers off it, and the internal tools are scripts nobody owns.

What we build

A support agent that learns from your docs and past tickets, resolves the routine questions and routes the rest with context.

Usually connects to

Talk about your industry

Engineers back on the roadmap.

An engineering team at work while the support queue links to the roadmap

Healthcare and clinics

The problem

The front desk spends the morning on reminder calls and rebookings. Patient records sit in one system, invoices in another, and nobody sees which patients have quietly stopped coming back.

What we build

An agent that answers booking and aftercare questions around the clock and passes anything clinical to a person.

Usually connects to

Talk about your industry

Every patient, every site, one view.

A surgical team at work while patient recalls and bookings run in the background

Professional services

The problem

Senior people spend their evenings on time sheets, engagement letters and status reports. Knowledge lives in inboxes, so every new case starts from a blank page.

What we build

An agent that drafts first versions of letters and reports from your templates and past matters, for a person to review and send.

Usually connects to

Talk about your industry

The firm's memory, finally searchable.

Two advisers in a meeting while a drafted document waits for partner review

Manufacturing

The problem

Orders arrive as PDFs and emails and get typed into SAP by hand. Planning runs on a spreadsheet that one person understands.

What we build

An agent that reads incoming orders and delivery notes, checks them against SAP and asks a person only when something doesn't match.

Usually connects to

Talk about your industry

Orders that reach SAP without a keyboard.

An engineer at a laptop in a robotics lab while an order is matched in SAP

Retail and e-commerce

The problem

Customer service answers the same twenty questions all day. Returns are processed by hand, and by Friday the shop, the stock and the books disagree.

What we build

A support agent that answers order and return questions from your shop data and passes anything unusual to your team with the context attached.

Usually connects to

Talk about your industry

Shop, stock and books that agree on Friday.

A shop assistant smiling at the till while a return is refunded automatically

Logistics and travel

The problem

Bookings, changes and documents arrive by email at all hours. The team types them into three systems, and customers call to ask where things stand.

What we build

An agent that handles booking changes and status questions, and passes disruptions to a person with the full history.

Usually connects to

Talk about your industry

The customer knows before they ask.

A container port at sunset while booking changes flow into the system

Finance and insurance

The problem

Applications and claims arrive as documents and get checked by hand against rules everyone knows by heart. Every audit means a week of collecting evidence.

What we build

An agent that reads applications and claims, checks them against your rules and prepares a decision for a person to sign off.

Usually connects to

Talk about your industry

An audit trail written while the work happens.

Two colleagues reviewing a claim at a desk while the rule checks run

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