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Testimonials
Worked with us to develop solutions
Our initial reason for opting to move to Quadzu was due to the fact that their team are always trying to improve the platform […] they would work with us to develop solutions to meet our requirements.
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We made the decision to Quadzu on the 23rd of April 2024 and were accessing the system by the start of June to test and went live with all elements on the 1st of July. During the implementation period the Quadzu Team developed and worked through a detailed transition plan, meeting key milestones along the way. Our unique Quadzu portal was created and bespoke registration forms and documents were developed to meet our criteria for our respective business divisions while a data migration process, to ensure that Client and Candidate information from our existing system could be imported to mapped into the relevant Quadzu records.
During May training was delivered to Super Users in the business who were given user manuals and user guide videos to assist with self-help and to familiarise themselves and other user in the business with the functions that are delivered by Quadzu. We ran our payroll process using our old system and Quadzu during June and were confident to switch across on the 1st of July. The ongoing help and support from the Quadzu Team has meant a seamless transition from our old ATS.
Our initial reason for opting to move to Quadzu was due to the fact that their team are always trying to improve the platform and because they would work with us to develop solutions to meet our requirements but the speed and accuracy of the implementation process has left us very impressed. We know that there are additional functions that we can implement in Quadzu and we’ll continue to assess the suitability of these options and adopt them when the time is right for us.
All-Encompassing Business Solution
Its critical within our business we have a system to manage our back-office compliance and payroll in a cost effective and timely manner that is simple to use for our staff and clients of which Quadzu performs this task incredibly well.
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It’s critical within our business we have a system to manage our back-office compliance and payroll in a cost effective and timely manner that is simple to use for our staff and clients of which Quadzu performs this task incredibly well.
Within Smart ESS we use Quadzu to manage over 60 third party agencies and hold records of over 3000 workers within 200+ client locations that are required to flex and change on a daily basis to support the requirements of our clients. Quadzu is the perfect application for this and our staff find it easy to navigate and access from in the office or at home.
Compliance is incredibly important for Smart and our clients and Quadzu makes it simple and clear to view documents and licences pending expiry to allow our staff to keep on top of their sites compliance.
System Aligned to Business Strategy
With it’s modular functionality, Quadzu offers us the perfect system alignment to our core strategic categories of recruitment, service and growth.
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With it’s modular functionality, Quadzu offers us the perfect system alignment to our core strategic categories of recruitment, service and growth. From a recruitment perspective, the system provides functionality and benefit to candidates, clients and also our recruiters, ensuring a streamlined process which is essential in the current labour market.
Looking at Quadzu as a platform to drive our service goals, we are able to ensure candidates have a transparent view of all aspects of their work placement via Quadzu’s candidate portal. For clients, this is where in my opinion Quadzu sets itself apart from any recruitment system I have ustilised in my career. Quadzu gives us the ability to provide 24/7 business intelligence for our clients, and in very simple terms allows us to evidence our performance as a recruitment business at the click of a button.
Finally, with growth in mind, the development team at Quadzu have offered an incredibly agile approach to supporting Smart Workforce Solutions with our requirements. A tailored development CRM allows us to monitor progress throughout the sales cycle, and the reporting functions provide our management teams with the platform to drive performance in a real time process.
Built in Workflows Reduced Manual Effort
Implementing Quadzu has led to significant efficiency gains across the business from the initial recruitment of candidates right through to our weekly invoicing process.
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After a couple of presentations from Quadzu we decided to implement the platform in the middle of February 2024 and everything was ready for us by the start of April. The implementation process was really smooth and covered off the creation of new electronic registration forms, placement documents, industry specific compliance configuration and on-site training to take us through all of the standard Quadzu features.
Quadzu has allowed us to realise significant efficiency savings through the in-built placement workflow that presents us with the most suitable candidates for the booking and generates placement documentation and timesheets, which in turn allows us to streamline our invoicing process by using the relevant method of invoicing, i.e. by Site, Candidate, Client, that the customer requires.
Using Quadzu also means that we’ve been able to centralise all data relating to candidates and clients so that we now have a single source of data for all elements of our business and enabled the us to communicate through a single interface and store all records relating to the specific individuals.
We work in an in industry that has very strict compliance regulations and Quadzu has allowed us to improve our management of this element of the business through the candidate compliance management function which tracks eligibility and licence/qualification compliance and alerts us when these items need to be looked at.
Implementing Quadzu has led to significant efficiency gains across the business from the initial recruitment of candidates right through to our weekly invoicing process. We’ve been able to make use of the in-built workflows to reduce manual effort and have gained valuable insights through the reporting suite that pulls data from the centralised database.
Help and Support from Day 1 has been Excellent
Selecting Quadzu was one of the best decisions we made as a startup. It saved us time, reduced manual work, and allowed us to focus more on building our business rather than being bogged down by processes.
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Implementation
As a startup, we were concerned about the complexity of implementing a platform that helped us to manage all elements of the recruitment process but implementing Quadzu was incredibly straightforward! The help and support from the Quadzu team from Day 1 has been excellent and has allowed us to grow our business without needing to add more resource to manage the additional candidates required to meet our client’s needs.
The configuration of the system to meet our initial requirements and the user-friendly interface meant that we were able to make full use of the elements we needed from our first day even for our small team with limited tech experience. Within just a few days, we had the system fully integrated with our business processes and the software immediately brought benefits to us.
The customisable nature of Quadzu and the willingness of their development team to add new features has allowed us to tailor the platform to meet our specific needs without any hassle. From posting job ads to tracking candidate compliance and managing timesheets, everything was intuitive and easy to manage. The support team has always been extremely helpful, guiding us through every step of the way.
Selecting Quadzu was one of the best decisions we made as a startup. It saved us time, reduced manual work and allowed us to focus more on building our business rather than being bogged down by the processes we need to carry out. Highly recommend it for any small business or startup looking for a scalable, efficient solution!
Compliance
Quadzu has helped us allowed us to streamline the process of ensuring that candidates meet all necessary legal, regulatory, and internal policy requirements. The bespoke registration forms that were created have allowed us to capture RTW documentation at point of registration which we then check either through the in-built integration with a UK Government Certified IDSP or physically when we met the candidate before they commence their first placement.
Quadzu provides Real-Time Compliance Monitoring and flags any upcoming expirations or changes in candidate RTW documentation, certifications, qualifications and licenses. For instance, if an employee’s work permit is about to expire, the system can send automated alerts to HR and the worker, prompting them to renew the necessary documents. This prevents lapses in compliance.
The Quadzu Candidate App also allows candidates to view and add Skills and Work Experience which updates their record immediately. Candidates can also add licences and qualifications via the app but these need to be verified by a member of staff and we’re alerted to the fact that someone has uploaded a new qualification or licence as soon as it’s added to the app.
Market-Leading Recruitment CRM and Team
Quadzu is the perfect solution for any recruitment business looking to expand their service offering to clients/candidates, allowing us to offer an accessible cloud-based solution and position ourselves at the front of innovation within our sector.
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Quadzu is the perfect solution for any recruitment business looking to expand their service offering to clients/candidates. The system has allowed us to offer an accessible cloud-based service and position ourselves at the front of innovation within our sector.
I personally must add, Quadzu has been instrumental in our company growth and has added vast amounts of value during our partnership. The team have been a pleasure to work with, and offer a highly skilled development team, who have worked with us to adapt the platform to suit our business needs. Nothing has ever been too much trouble and solutions are typically always presented. Superb team with a professional approach to working with our organisation.
In summary, Quadzu is the number one system on the market and it’s supported by great people. Thank you Quadzu from everyone here at LINKS.
Allowed us to Realise Significent Efficiencies
Quadzu allows us to provide accurate, transparent billing information for our customers, which has led to improved relationships and streamlined processes, eliminating the need to re-enter data and reducing manual intervention.
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Implementing Quadzu has brought a number of benefits to us as a business and has allowed us to realise significant efficiencies in our back office processes particularly around processing pay and invoicing.
The options available around generating and updating timesheets have allowed us to tailor the information that we make available to clients to suit them. Some clients want to see projected costs for the whole week while others want to see their costs added as the week progresses and Quadzu allows us to do that. We also use the Quadzu Candidate App to capture clocking information on site which automatically updates timesheets and removes the need for us to manually add information where this is being used.
Generating payroll information is quick and easy and is based on the data held in the timesheets approved by client users with the relevant authority and the outputs that are generated for our payroll system allows us to quickly upload the data and run the payroll process with minimal manual intervention.
Quadzu allows us to pick the way that we want to generate invoices which allows us to offer the client visibility of labour costs for the whole company, by site, by single cost code or even by candidate among other options and we’re able to generate and send invoices based on approved timesheet data which include copies of the timesheets that relate to the invoice at the click of a button. This function removes the need for us to re-enter information into a different application to get invoices created and also allows us to provide accurate, transparent billing information for our customers which, in turn, has lead to improved relationships with them.
Case studies
Vendor management system
The Brief
A client, using the Quadzu Workforce Management Platform, was utilising multiple suppliers for the provision of flexible and contract labour resulting in multiple points of contact and multiple invoices being received on a weekly basis which needed to be reconciled. This presented multiple issues for the client and a means of simplifying the management of flexible and contract labour provision needed to be simplified.
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The Solution
Following extensive market research and numerous discussions with clients to ascertain their requirements a detailed specification document was developed to cover all needs identified and distributed to the clients who had expressed an interest in the development of this function.
The specification document identified a number of elements to be developed as a means of providing an in-built solution to manage the provision of flexible and contract labour by clients. These included development of the following functions: –
- to add suppliers of flexible and contract labour and link them to specific clients and client sites
- to add charge rates for suppliers to existing roles and create new roles and rates where necessary
- to create requirements for flexible and contract labour and release jobs to suppliers based on the specialisms of suppliers as necessary
- to view information on permanent, flexible and contract workers put forward by suppliers
including: –- an image of the worker
- skills
- qualifications and licences (with documentary evidence)
- work history
- timesheet data
- contact information
- the worker’s CV
- confirmation of the worker’s Eligibility to Work
- to provide feedback to suppliers on the performance of the worker
- to monitor qualification/licence information across the entire labour supply
- to produce reports on the including:
- Spend & Hours for all roles and rate types (including Overtime)
- Vacancies Created
- Vacancies Cancelled
- Time to Fill Requirements
- Number of Placements by Supplier
- Number of Employees from 3rd Party Suppliers
Functionality was also developed for suppliers within the platform: –
- to receive notification of client requirements along with emailed alerts and review
- to create and manage a full worker record
- to submit new and existing workers to meet the requirements
- to exclude workers from specific client sited based on client requests
- to monitor revenue from specific clients/client sites for labour supplied
The Outcome
Implementation of the Vendor Managed System module allowed clients to take full control of the management and monitoring of their flexible and contract labour supply and ensure that the workers that were supplied to meet their requirements were competent and legally compliant to carry out specified roles.
Development of this module also meant that suppliers were provided with functionality to allow them to be alerted to requirements, submit workers and monitor revenue for the workers that have been selected by clients for roles released.
Purchase order tracking
The Brief
A client who specialised in the sale and distribution of PPE and workwear, who subscribed to the the Quadzu IT Managed Service model, engaged us to develop a solution to digitise their core business functions. The requirement was to systemise all processes from client order to distribution while incorporating stock management and other functions to ensure standardisation of process and a single repository for all data relating to their business functions.
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The Solution
Following discussions with a number of clients regarding their existing and potential requirements for monitoring labour spend and how reconciliation with approved Purchase Orders could be simplified a detailed specification was put together and distributed to the clients who had expressed an interest in the development of this function.
The specification document identified a number of elements to be developed as a means of providing an in-built solution to the issues faced by clients. These included development of the following functions: –
- to enter a Purchase Order Number and link it to specific sites and/or cost codes with a value, effective and expiry dates
- to amend the PO value and expiry dates
- to close off a PO if it is no longer required
- to present a specific PO number to the site/cost code timesheet that is being approved
- to monitor spend against specific timesheets with the relevant description of what was approved
- to record and monitor manual adjustments made on the purchase order along with who made the amendment, when it was made and details of the changes
The Outcome
Implementation of the Purchase Order Monitoring function allowed clients to view information relating to labour spend based on actual events that had been undertaken by users on the system. This function ensured that clients were aware of the remaining value of current purchase orders and when they are due to expire. It also meant that the invoice reconciliation process for clients in relation to labour managed via the Quadzu Workforce Management Platform was simplified and ensured that approved timesheets, invoices and purchase order allocation matched exactly.
Training records management
The Brief
Our client was a Local Authority responsible for the monitoring of licence and qualification records for 6,000 staff in line with approved policies and procedures. The Authority also delivered training to external clients and had responsibility for managing records on their behalf to ensure that all relevant parties were made aware of expirations of licences and qualifications. Prior to engaging Quadzu, training records management was undertaken by a number of staff at an Authority funded Training Centre who kept physical records of certification and held all compliance related data on a number of Excel spreadsheets. This process was incredibly time consuming and prone to mistakes. Implementation of an automated monitoring function was needed to ensure the compliance of workers carrying out roles with the Local Authority as well as the ability to predict future training requirements and associated costs.
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The Solution
After assessing the requirements of both the Local Authority and the processes being undertaken by the training centre it was decided that implementation of the Quadzu Training Records Management module would address the issues that were being experienced. Training was delivered to relevant users who were able to add digitised version of staff records, including evidence of the licences and qualifications and associated expiry dates, to the system. 3 departments were added to Quadzu initially as part of a pilot project to ensure that the implementation of the module met the needs of the client.
The Outcome
Following the implementation of the Training Records Management module the client was able to: –
- provide real time monitoring of licence and qualification compliance
- deliver access to evidence of licences and qualifications from any device at any time to users throughout the organisation based on rules based permissions
- give appropriate users the ability to forecast training requirements over a variable time frame
- ensure that individual managers and cost centres within the organisation where able to accurately include training costs in their short, medium and long term financial plans, something which has previously been based on estimations and an element of guesswork
- ensure that where “license to practise” requirements existed for operational roles personnel were constantly aware of expiry and renewal dates in real time, allowing