Executives expect that by 2028, 70% of workers will be using AI to help with daily business decisions, workflows, and even big-picture planning.
And most of us are living this truth every day.
But legacy workforce management tools and manual scheduling systems, which got us this far, are starting to show their age. They cannot keep up with changing customer needs and miss the early warning signs of employee burnout. Most simply aren’t built for the pace we are moving at today.
If you work in the workforce management industry and want to stay ahead of the curve, you are in the right place.
Keep reading to see how modern AI workforce management tools are helping build high-performing teams and how you can make it happen too.
How AI Workforce Management Tools Boost Productivity
What Is AI Workforce Management?
AI workforce management uses artificial intelligence, machine learning, and predictive analytics to optimize every part of managing a workforce, from scheduling and task allocation to training, performance tracking, and employee support.
Here’s what it looks like in action:
- Predicting how many workers are needed based on business trends and real-time data
- Automating shift scheduling based on employee availability and business needs
- Tracking employee performance and productivity with data insights
- Offering personalized training and development based on skill gaps
- Automating repetitive HR tasks like time tracking, payroll, and leave management
What Challenges Does AI Workforce Management Solve?
AI workforce management tools are built to solve the gritty, everyday challenges that cost businesses time, money, and team morale.
Here are some challenges it solves:
- Overstaffing and understaffing: As an HR leader, you don’t want to face situations of understaffing, overstaffing, or scheduling conflicts. You can use AI algorithms to dynamically match workforce supply to real-time business demand
- Manual shift scheduling: For team managers and business leaders, AI auto-generates shift schedules based on employee availability, skills, labor laws, and business demand. As AI automates redundant tasks, you spend more time on strategic workforce planning
- Compliance risks: From overtime rules to rest periods, AI tools flag potential labor law violations before they occur. This eliminates the need for constant manual checks while it helps your teams stay compliant with regional and industry-specific regulations
- Last-minute absenteeism: When your team member calls in sick, you can use AI-powered workforce management to suggest the best replacement based on availability, past performance, and current workload
- Lack of real-time visibility into operations: As a manager, you know the pain of working with outdated information, which leads to slow reactions. With AI-driven dashboards, you get real-time insights into staffing levels, shift performance, demand spikes, etc
- Data overload without actionable insights: AI workforce management tools generate a lot of data. Additionally, they also pull data from payroll, time tracking, performance, and HR systems. But it is left to the leadership to make sense of these insights. AI transforms the workforce data into actionable insights
How AI Is Changing Workforce Management
1. Predictive attendance planning
One of the most overlooked drivers of workforce inefficiency is unplanned absenteeism. AI tackles this by shifting from reactive planning to predictive attendance models.
These systems use machine learning algorithms, especially time-series forecasting and classification models, to identify attendance patterns. They take into account historical attendance data, team-specific trends, holidays, past behavior of individual employees, and even external variables like weather data or public events.
Here, AI algorithms flag periods where absenteeism is likely to spike or specific team members who may be at risk of unplanned leave.
📍 Example: Imagine a nationwide logistics company with 1,000+ frontline warehouse workers. They would notice an unusual spike in no-shows during regional festivals in specific zones.
The company used AI personal assistants trained on historical data, such as attendance records, local calendars, and shift schedules. With the no-shows flagged well in advance, operations leaders have sufficient time to reassign shifts, offer incentives, or increase the number of staff on hand.
This kind of forecasting is especially crucial for operations and labor-heavy industries where visibility is already limited and manual planning often lags due to external factors.
Streamlining workforce management with
And while enterprise teams are starting to explore predictive AI in siloed scheduling tools, the real power comes when it’s integrated into the broader system where work happens.
Enter , the everything app for work.
’s Workload View allows team leads to visualize individual capacity, time off, and work distribution across time zones and teams.
Pair it with Brain, and you can understand why capacity is off, what patterns are emerging, and which upcoming weeks might be at risk. Also, using AI in HR, your teams can act faster as Brain summarizes work, suggests the next steps, and answers project-specific questions.
2. Smarter hiring and talent acquisition
Hiring has always been one of the most resource-intensive processes for companies. Traditional methods, such as manual resume screening, multiple interview rounds, and subjective evaluations, are time-consuming and often influenced by unconscious bias.
AI in the workplace is changing that by automating early-stage screening and providing data-driven insights on candidates.
📍 Example: Unilever revamped their early talent hiring using an AI-powered system that replaced manual resume shortlisting with gamified cognitive assessments and automated video interviews.
Candidates played neuroscience-based games measuring traits like risk tolerance and problem-solving skills. Then, they recorded short video answers that AI analyzed for tone, word choice, and even microexpressions.
This digital transformation process cut hiring time by 75%, while maintaining quality and improving diversity, since the AI removed many traditional biases that creep into human evaluation.
📮 Insight: 62% of our respondents rely on conversational AI tools like ChatGPT and Claude.
Their familiar chatbot interface and versatile abilities—to generate content, analyze data, and more—could be why they’re so popular across diverse roles and industries. However, if a user has to switch to another tab to ask the AI a question every time, the associated toggle tax and context-switching costs add up over time.
Not with Brain, though. It lives right in your Workspace, knows what you’re working on, can understand plain text prompts, and gives you answers that are highly relevant to your tasks! Experience 2x improvement in productivity with !
Streamlining workforce management with
When it comes to organizing hiring workflows, managing candidate information, and making smarter talent decisions, Brain and Knowledge Management are your powerful allies.
Brain’s generative AI can automatically summarize candidate profiles, past interviews, and notes into a clear, searchable knowledge base. Instead of HR teams manually revisiting interview feedback, Brain can pull common themes, strengths, and risks from all interviewer notes and present a summarized view.
Get comprehensive answers about candidates’ strengths, concerns, and skills using Brain, the ultimate work AI.
While AI Knowledge Management inside ensures every candidate conversation, resume review, and hiring decision is documented correctly, linked to job roles, and easy to revisit later.
3. Personalized employee development and learning
In most organizations, training programs are standardized, reactive, and often disconnected from real-time performance. AI, on the other hand, customizes development paths for each individual, based on their goals, current skill gaps, and even how they learn best.
Example: Accenture has implemented AI-driven solutions to enhance workforce development. These tools understand various data points, including project contributions, certifications, manager feedback, and collaboration patterns, to create comprehensive skill profiles for employees.
Streamlining workforce management with
To combine employee development and productivity, Brain helps extract and summarize skill growth, performance notes, and feedback into a personalized learning dashboard.
Start by asking ‘What skill gaps has [Name of the Person] shown in the last two project retros?’ And Brain will parse Docs, tasks, and 1:1 notes to give you a synthesized answer. You can then use this information to guide and motivate your employees.
To sweeten the deal:
- Create custom growth tracks as Tasks linked to Docs, with embedded learning materials, deadlines, and feedback checkpoints
- Use AI-powered Docs to host learning journals or reflection logs that update dynamically as new tasks or milestones are completed
- Build a knowledge hub inside with curated, role-specific resources, organized by skill clusters
4. Predictive workforce planning
The last thing you want as a team leader is to realize you’re understaffed with an approaching project deadline. You can use AI to spot these gaps well in advance. AI tools will look at your current team bandwidth, hiring timelines, project scopes, and even past burnout signals to forecast what roles you’ll need and when.
📍 Example: Say you’re leading ops at a health tech company rolling out a new diagnostics platform across five states. Your AI model spots that, based on rollout speed and support ticket volume, you’re likely to face a shortage of clinical onboarding staff in New York by July. At the same time, it flags underutilized support reps in Chicago. That insight lets you open roles sooner or reassign people early on.
Streamlining workforce management with
Use Brain to instantly summarize project timelines, hiring gaps, and resource bottlenecks by scanning tasks, Docs, and updates. You can ask, ‘Where are we understaffed based on upcoming launches?’ and get the answer, with links to supporting data.
Further, keep all workforce assumptions, hiring plans, and team load data organized in Docs, cross-linked with tasks. Better yet, use Views to spot which departments are nearing overcapacity or where skills are being underused.
5. Automating routine HR tasks
As an HR team, you probably spend more time than you’d like on repetitive tasks—approving leave requests, assigning onboarding checklists, responding to endless policy questions, and updating org charts. Sure, it’s all necessary. But it chips away at the time you could be spending on what matters: building a stronger people strategy and driving business growth.
📍 Example: Let’s say you’re scaling a 100-person SaaS startup. Every time a new hire joins, someone from HR manually sends them the onboarding deck, sets up their IT requests, updates a team welcome doc, and logs their paperwork in the HR system. Now, imagine AI handling all that. The moment a new hire task is created, it triggers a workflow management process that assigns checklist items, generates an onboarding schedule, and notifies the relevant teams.
Streamlining workforce management with
To leverage workflow automation, your people operations need a central brain and an organized knowledge system.
First things first. Use AI Knowledge Management through Brain to generate onboarding schedules, summarize policy updates, or respond to internal HR queries in real time. Say a team member types, ‘What’s our parental leave policy?’ and Brain pulls the relevant section from your HR Docs in seconds.
Even beyond, you can:
- Automate repetitive workflows like PTO approvals, document handoffs, and status updates using Automations
- Set up form-triggered automations that instantly create onboarding tasks when someone fills out a hiring form
6. Enhancing employee engagement and experience
If you’re still relying on a yearly survey to track engagement, you’re already behind. With AI, you can spot disengagement as it happens, personalize support before frustrations build up, and create real-time feedback loops that show your people they’re heard on a monthly or quarterly basis.
📍 Example: Qualtrics uses AI-driven sentiment analysis to monitor employee feedback continuously, not just after major events. Their system analyzes survey responses, meeting notes, and even open-text comments to detect early signs of dissatisfaction, stress, or disengagement.
If the AI flags that employees in a particular department are showing a drop in sentiment around leadership communication, managers can step in fast with town halls, skip-level meetings, or anonymous feedback forums.
Streamlining workforce management with
To make this kind of real-time feedback loop work at a practical level, you must go beyond surveys. You need AI that listens automatically, and that’s where AI Notetaker becomes a game-changer.
AI Notetaker automatically records, transcribes, and summarizes internal meetings, 1:1s, and team check-ins. For instance, if multiple weekly stand-ups show recurring frustration about project timelines, the AI Notetaker captures those concerns and highlights them for leadership to review.
Summaries from the AI Notetaker can be stored in Docs, turning feedback into structured, searchable knowledge that is perfect for quarterly engagement reviews or immediate action plans.
7. Real-time performance management
The old way of managing performance—one review meeting at the end of the year—is quickly becoming irrelevant. Today, teams need continuous feedback, quick course corrections, and real visibility into how they’re tracking against goals.
AI for workflow management now enables real-time performance insights, helping your managers have meaningful conversations throughout the year.
📍 Example: Adobe famously ditched annual performance reviews and replaced them with an ongoing process called ‘Check-Ins.’ Managers hold regular conversations about goals, growth, and feedback—backed by AI-driven tools that flag when employees might need more support or recognition.
They observed higher employee satisfaction and lower attrition after implementing this shift.
Streamlining workforce management with
To bring real-time performance management into daily operations, you need visibility across tasks, goals, feedback, and priorities. That’s where Dashboards and Brain make a serious impact.
Dashboards let managers see live updates on task completions, goal progress, project health, and individual workloads, all in one view. For example, you can set up a dashboard showing each team member’s weekly task completion rates, overdue items, and goal milestones. One glance tells you who needs help or recognition.
While that’s going on, Brain will automatically summarize performance notes from weekly stand-ups, sprint reviews, and one-on-ones into key insights. Instead of digging through Docs or tasks, you get a smart snapshot ready for your next Check-In.
Far beyond that:
- Managers can embed real-time KPIs, OKR progress, and project timelines directly into the dashboard, making every performance conversation data-driven and actionable
- Plus, the task automation software offers triggers to send nudges or prompts based on performance trends. For example, if a goal is off-track by 20%, managers get an automatic alert to intervene early
8. AI-driven knowledge retention and transfer
When employees leave or switch teams, they often take years of insights, processes, and know-how with them, leading to huge gaps that slow down new hires. Also, this hurts productivity. Traditional handovers or ad-hoc documentation usually miss critical context.
📍 Example: Imagine you’re managing operations at a growing fintech company. Your lead analyst, who knows all the quirks of your reporting system, puts in her two weeks’ notice. In a rush, she hands over a basic checklist—but the ‘why’ behind certain workflows, the hidden risk points, and the client-specific nuances are lost.
Now imagine if AI agents for productivity had been silently capturing her best practices all along, summarizing meeting notes, documenting project retrospectives, and linking decision histories.
When she leaves, her knowledge isn’t lost. It’s organized, searchable, and ready for the next hire to pick up without missing a beat.
Streamlining workforce management with
Capturing and transferring institutional knowledge should never have been chaotic. Solving it, use Knowledge Management to automatically keep updates about projects, retrospectives, and major task discussions in clean, organized knowledge Docs.
Say a manager asks, ‘What were the biggest challenges in our last client rollout?’ and Brain pulls a ready-to-use summary from across tasks, meeting notes, and sprint reviews.
At a glance, you can even:
- Store team-specific guides, FAQs, and handover notes inside Docs, making critical knowledge searchable and cross-linked to relevant projects
- Use Brain to proactively suggest gaps in documentation—for example, flagging projects that closed without a final retrospective summary
- Build a dynamic Knowledge Hub where tribal knowledge grows over time, organized by tags like team, topic, or project phase
Best AI Workforce Management Software Options
1. Soon
With Soon’s AI Shift Plan Generator, you describe what your team needs, such as the rest periods, roles, numbers, timing, and locations. And it creates a complete weekly shift plan for you with a click.
Choosing the right team members becomes easier too with Smart People Picker. It matches people to shifts based on availability, skills, and preferences. And with Soon Pulse gathering daily feedback from your team, you get a clear view of your employee performance.
Key features
- Tailor staff scheduling rules to your organization’s specific needs, ensuring compliance and efficiency
- Predict workforce demand with precision using 15-minute, hourly, or daily intervals
- Connect historical data via API, direct database connections, or CSV uploads for accurate forecasting
2. Quinyx
Quinyx helps you match employee shifts to real demand, while also ensuring schedules comply with labor laws and internal rules. You can use this tool to monitor live sales. When there are any changes, it helps you adjust staffing levels.
By combining data like foot traffic, transactions, revenue, and even weather, Quinyx predicts how many people you’ll need at each location.
Key features
- Track employee clock-ins, clock-outs, breaks, and leave requests directly through Quinyx’s mobile app, keeping all attendance records accurate and centralized
- Use workflow analytics to visualize trends, compare performance, and track key metrics across units and locations
- Simulate staffing scenarios, forecast labor costs, and plan future hiring or training needs
3. Scheduly.ai
Scheduly.ai, as a workforce management tool, uses advanced analytics and large language models to forecast staffing needs. It uses real-world factors, such as store traffic peaks, seasonal promotions, and product launches. With AI-powered scheduling and pre-built templates, you can create shift plans faster that automatically assign the right people based on demand forecasts.
You’ll also get access to real-time, customizable dashboards that break down staffing levels, shift coverage, labor costs, and workforce management KPIs in one place.
Key features
- Give your team the flexibility to manage their schedules independently through Scheduly.ai’s mobile self-service tool
- Stay compliant by automatically aligning schedules with labor laws, union rules, and company policies and prevent legal issues
- Manage employee accounts across different levels with role-based controls to ensure data security and tailored access
4. Japfu.ai
As an AI-powered workforce management tool, Japfu.ai helps you automate redundant HR tasks. The AI-powered timesheet allows your team to log their hours while the system automatically checks for mistakes and speeds up approvals.
Japfu.ai automates payroll too, handling wages, deductions, and reimbursements across all your projects with AI-reviewed accuracy. Moreover, Japfu.ai automates role assignments and task handovers during onboarding, role changes, and offboarding for workforce transitions.
Key features
- Answer HR queries and automate tasks like document follow-ups, timesheet reminders, and onboarding updates with Japfu.ai’s AI assistant, Mivi
- Verify employee eligibility easily during onboarding with Japfu.ai’s direct integration with the USCIS E-Verify system
- Manage all workforce documents from contracts to onboarding and exit forms in a centralized, easily accessible system for better tracking and compliance
Level Up Your Workforce Management With
Managing a growing, distributed workforce doesn’t have to mean endless manual tasks, reactive planning, or scattered operations.
With AI-powered workforce management tools, you can streamline operations, predict workforce needs, boost employee engagement, and empower smarter, faster decisions at every level.
And makes this shift easier. With powerful tools like Workload View, Dashboards, Knowledge Management, Brain, and Automations, brings visibility and structure to how your team works.
Are you ready to automate, optimize, and unlock the full potential of your workforce with AI? Sign up on for free today.
Everything you need to stay organized and get work done.
