How we built an automated workforce planning system for Victus Sales
Who's who?
Victus Sales is an outbound call center based in Genk, Belgium, specializing in cold B2B prospecting and appointment setting.
Challenge
Workforce planning was managed entirely through an offline spreadsheet which was inefficient, error-prone and taking lots of hours from management. The whole process was time-consuming hassle.
Action Plan
We transformed spreadsheet logic into an automated workforce planning system by centralizing data from Officient, Teamleader, and Steam-Connect and creating in a smart scheduling algorithm.
Result
A one-click planning tool that auto-assigns 100+ employees across campaigns, saving over 5 hours of management time each week and delivering the highest IT ROI to date.
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Challenge
When your entire operation depends on getting the right people on the right projects at the right time, planning becomes mission-critical.
For Victus Sales, this meant relying on an offline spreadsheet that simply couldn’t keep up with daily fluctuations in employee availability. With over a hundred people to schedule and new campaigns launching constantly, the limitations quickly became obvious.
Team leads and management spent hours in meetings just to finalize the monthly schedule. Planning decisions were often based on outdated or incomplete data and sharing that plan with stakeholders was a slow, manual process. Victus needed a dynamic, real-time system that connected workforce availability with active client projects.
Action Plan
While the spreadsheet was a bottleneck, it also served as the perfect blueprint for a smarter solution.
We centralized relevant data from:
- Exact online for workforce availability
- Teamleader for sold campaigns
- Steam-Connect for operational campaign data
All data was centralized in Airtable, turning it into a no-code, single source of truth. On top of this, we unleashed a custom-built algorithm that assigns agents based on multiple factors: availability, historical performance and the current supply of client projects.
Result
What once took hours of coordination now takes seconds. The fully automated planning tool assigns over 100 employees to ongoing client campaigns with just one click. It adapts to daily changes, reduces manual error, and improves cross-team collaboration.
The system now saves over five hours of management time each week and has become a foundational part of Victus Sales’ operations. As their general manager put it, it’s likely the most impactful IT investment they’ve made.
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