Customer story
How City Hub brought scheduling and HR together, with room to grow
City Hub used When I Work for scheduling, Excel to track leave and email for sickness notifications. Bringing these processes together in WorkVine gives employees and planners a clearer overview and makes payroll preparation more straightforward.
“WorkVine has done more than replace several separate systems. Above all, it has given us a much clearer overview, cut down on manual work and helped us improve our HR processes step by step.”
A growing business, with people information scattered across systems
City Hub provides storage, inventory management, fulfilment and sustainable urban logistics from hubs on the outskirts of Dutch cities. As the business grew, it needed its people processes to work together more effectively.
Schedules were in When I Work, leave was tracked in Excel, and sickness and return-to-work notifications arrived by email. Employee documents were spread across files, systems and inboxes. Every month, payroll preparation meant copying information across and checking it again.
Understanding the business before setting up the software
The first conversation focused on day-to-day work, not a standard product presentation. What did planners use? Which information was kept in Excel? Where did coordination take up time? The demonstration then addressed those specific needs.
City Hub started with employee records, scheduling, leave and absence management. Karel says the environment was ready within a week of supplying the data. Staff were then shown how to use it before getting started. This phased approach left room to add more later.
Approved hours, ready for Nmbrs
Payroll preparation is where the difference becomes especially clear. City Hub previously compared scheduled and worked hours by hand. Now that information comes together in WorkVine.
Hours and absence in one place
Scheduled and contractual hours, clock-in records, leave, sickness and overtime are available together for review.
A manager reviews and approves
A manager checks the records and approves the hours before they move on to payroll.
Ready for Nmbrs
City Hub reports that the data then goes to Nmbrs without manual steps in between. Karel describes the preparation process as quicker, clearer and less prone to errors.
One place for employees and planners to get things done
Employees use the app to see their shifts and who they are working with, request leave, check approval status and balances, swap shifts, and clock in and out. They can also keep up with colleagues through the community.
Planners spend less time piecing information together from emails, messages and spreadsheets. Requests and changes sit alongside the relevant schedule and employee record.
Explore scheduling in WorkVineWhat has changed for City Hub
- Less rekeying and searching: employee information and day-to-day changes are available in one place.
- More efficient payroll preparation: managers review hours before the data goes to Nmbrs.
- Room to grow: the business can introduce more of the platform when it is ready.
“For me, the biggest benefit is the combination of a clear overview, simplicity and room to grow.”
Next on the agenda: a clearer recruitment process
City Hub recruits regularly, including for driver roles. It plans to use the ATS module to bring vacancies, applications and follow-up together. Its priorities include branded vacancies, publication on its own website and vacaturebank.eu, and a talent pool built with candidates’ consent.
Could your team spend less time working across separate systems?
Tell us how you handle scheduling and people administration today. We will explore where the work could be simpler and show you the parts of WorkVine that fit.
Talk through your team’s needs