Five tips for a smooth workforce management implementation

Starting your implementation soon? If you’ve already made the decision to invest in Quinyx – now is the time to set your project up for success.

Rolling out a new workforce management and time tracking system brings together teams from HR, payroll, operations and IT. It’s also a change project that affects the way people work on a day-to-day basis, which is why thorough preparation makes such a significant difference.

Your Quinyx implementation consultant will guide you through every step. Still, it helps to align internally before the project begins. The more clarity you have upfront, the faster and smoother your implementation will run. 

Here are five key points to align on before implementation begins.

Evening, night, and weekend supplements can vary widely across employee groups and shifts. Decide early when they apply – and what happens if an employee becomes ill mid-shift.

Some organisations base supplements on specific hours worked, others apply them to the entire shift. Both models work, but consistency is key.

Watch out for: unclear rules around public holidays. These can trigger project delays if you need legal or union clarification, or if new salary codes must be added to payroll.

2. Define overtime rules before you go live

Overtime is often one of the most challenging aspects of implementation. When does work become overtime, additional work, or flexible time? Do the rules differ between employee groups? Is overtime calculated daily, weekly, or across a longer period? 

Watch out for: “local practices” that have evolved over time. Standardising these before rollout – so changes to the overtime model occur alongside the system rollout – helps avoid rework and confusion. 

3. Set clear roles and responsibilities

A new WFM system often changes who is responsible for what. Who creates schedules? Who approves leave and working time entries?

When responsibilities shift, communicate them clearly and ensure they align with existing hierarchies and workflows.

Watch out for: blurred ownership during rollout. Clear definitions make change management smoother and prevent gaps once the system goes live.

4. Clean up pay codes and cost centres

Implementation is the perfect moment to simplify pay and cost structures. Many organisations discover outdated, duplicate, or linked pay codes during the implementation process. Reviewing how they interact with different pay elements avoids costly errors later.

The same goes for cost centres – make sure you understand how they’re used across teams and systems.

Watch out for: unnecessary complexity. While cost tracking matters, overly detailed structures can slow down scheduling and increase admin time. Keep your setup focused on what the business truly needs.

5. Standardise time tracking and rounding rules

New WFM systems often introduce new ways of recording time. Will employees clock in via terminals or mobile devices? Can they edit their own punches, or do managers handle that? How are punches rounded – and is it consistent across locations?

Watch out for: site-by-site variations. Mapping current practices early helps you agree on consistent rules for clocking, correction, and rounding before rollout.

Build confidence before your system goes live

Preparing these details in advance can make implementation faster, smoother, and far less stressful. It also ensures that your new WFM system accurately reflects how your business operates – not just how it’s configured.

That’s why our experienced implementation consultants at Quinyx work closely with our customers to guide them through every step – from defining pay and scheduling rules to testing real-life scenarios – ensuring the setup fully supports their organisation's needs.

Want to know more about Quinyx and how we can help you implement a workforce management platform that fits your business from day one?

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