Profile
The challenge
As a master vendor, unique manages the external workforce of a large logistics group – transport & logistics with industrial and technical temporary workers such as forklift drivers and warehouse assistants.
In that role, unique coordinates many downstream staffing providers: many candidates, high turnover and many internal contacts on the customer side. That drives up the administrative workload and makes fast placements harder – while the customer expects clear assignments and transparency in real time.
The solution
Everything centrally in the VMS: With the Pactos vendor & workforce management software , unique manages its customers' external workforce in one place. Candidate management runs centrally, the customer gives digital responses, assignments stay clear and reporting happens in real time.
Eight modules of the software are in use:
- Guided buying – report a staffing requirement and order it with a clear approval flow.
- Candidate management – AI-supported candidate selection including duplicate and blocklist checking, for a lower time to fill.
- Assignment management – a central overview of all requests and workers deployed, including digital contracts with legally valid e-signature and on- and offboarding checklists.
- Shift planning – plan and manage rosters and shift schedules clearly.
- Timesheets – capture and approve working hours digitally.
- Invoice preview – check invoices with AI support before they are paid, for fewer errors.
- Document storage – all documents and records centrally in one place.
- Real-time analytics – live KPIs on spend, utilization and provider performance.
The result
Using the digital tools leads to noticeably reduced administrative workload and faster placements. The errors in invoices fell by 20%, and across all processes unique saves around 70% of the time.
Because its customers' external workforce is managed intuitively and centrally, unique can clearly set itself apart from the competition with a modern, user-friendly solution.
What the switch delivered
From a laborious search and manual administration to a lean, AI-supported process – the most important changes at a glance.
| Area | Before | With Pactos |
|---|---|---|
| Managing providers | Many staffing providers across many channels | Central management in the VMS as a master vendor |
| Candidate management | Spread out, many internal contacts | Central, with digital responses from the customer |
| Overview | No real-time overview of assignments | Clear assignments, real-time reporting |
| Invoices & time | Manual effort, error-prone | 20% fewer invoice errors, 70% time saved |