UPKEEP WORKFORCE
Schedule against the work you actually have
Shift coverage, skills and certifications, capacity planning, and time that books straight to the work order. UpKeep already knows what needs doing; this adds who is available to do it.
- Certification-gated assignment
- Hours book to the asset
- Payroll export
SOLUTIONS
Labor supply, meet labor demand
A maintenance schedule is a guess until it accounts for who is available, who is qualified, and who is already at fifty hours.
The weekly schedule is built without knowing who is actually available.
Planned PM hours, project hours, and open backlog are compared against real crew capacity for the week. The schedule that comes out is one the crew can finish, which is a different thing from a schedule that fits on paper.
Someone gets assigned work they are not certified to do.
Required qualifications are attached to the job. If a certification has lapsed, that person cannot be scheduled on it, and the expiry was flagged before it lapsed.
Labor cost per asset is a guess.
Hours book to the work order, the work order to the asset. Total cost of ownership finally includes labor, which for most operations is the largest missing number in the maintenance budget.
Overtime lands on whoever answers the phone.
On-call and callout rotations are tracked, and overtime distribution is visible across the crew. The fairness conversation starts from a record rather than a perception.
Timecards are collected on paper and typed in on Monday.
Technicians clock in from a phone or a kiosk, or book time straight to the job they are on. Supervisors approve exceptions rather than transcribing a week of paper.
Nobody can say how much of the crew’s week was planned work.
Planned versus unplanned labor split, schedule compliance, and wrench time reported from actual hours. These are the numbers that show whether a maintenance program is improving or just busy.
FEATURES
Shifts, skills, and hours
The scheduling half is where the difference is. The time and cost half is what makes the rest of your reporting true.
Shift scheduling
Shift patterns and rotations, crew assignment, and coverage requirements per shift and site. Swaps, PTO, and absence handled without a group text.
Capacity planning
Available crew hours against planned PM, project, and backlog hours, week by week. Shows whether the plan is achievable before the week starts.
Skills and certifications
A qualification matrix per person with expiry tracking, and a requirement that the certification be current before someone can be scheduled on the job.
Time capture
Clock in and out from mobile with geofencing, from a shared kiosk, or by booking time directly against a work order. Offline capable.
Timecard approval
Supervisor review with exceptions surfaced: missed punches, unapproved overtime, and break irregularities, rather than a wall of correct rows.
Labor cost allocation
Hours flow to the work order, the asset, and the cost center or project. Job costing that reflects real labor rather than a standard rate applied afterwards.
On-call and callout
Rotation schedules, callout logs, and overtime distribution tracked across the crew so the load is visible and defensible.
Utilization reporting
Wrench time, planned versus unplanned split, schedule compliance, and backlog burn-down, all calculated from hours actually recorded.
Shift handover
A structured handover log so the next shift starts knowing what is still open, what was tried, and what to watch.
CONNECTED WORKFLOWS
Built to work with the rest of UpKeep
Labor is the input every other application assumes and none of them currently measure.
Workforce CMMS
Open work orders and the PM plan are the labor demand signal. Hours booked against a work order carry labor cost onto the asset, which is what makes cost of ownership real.
Explore UpKeep CMMS →Workforce Learn
Training completions and certifications from Learn are what the scheduler checks against. A lapsed qualification removes someone from eligibility rather than being noticed later.
Explore UpKeep Learn →Workforce Projects
Project and shutdown tasks draw on the same crew as daily maintenance, so resource loading accounts for both instead of double-booking the same millwright.
Workforce Safety
Permit-required and lockout work checks that the assigned person holds the qualification for it, and incidents can be seen against shift, crew, and hours worked.
Explore UpKeep Safety →Workforce Production
Crew and hours attach to production runs, giving labor cost per unit, and line coverage requirements are scheduled alongside maintenance coverage.
Explore UpKeep Production →Workforce Nova
Ask who is qualified and free on Thursday, or where overtime concentrated last quarter. Nova reads the schedule, the certifications, and the hours together.
Explore UpKeep Nova →Frequently asked questions
Is this a payroll system?
No. UpKeep Workforce captures and approves hours and allocates them to work, assets, and cost centers, then exports to payroll. Running payroll means handling tax, garnishments, and filings, and that belongs in ADP, Paylocity, UKG, or whatever you already run. We are the layer that tells payroll what the hours were and tells finance what they were spent on.
Does it handle union rules and labor compliance?
It supports shift differentials, premium and overtime rules, and break tracking, and it records the data a compliance review needs. But collective bargaining agreements vary enormously and state break law is specific, so the honest answer is that rule configuration is an implementation conversation. If you have a complex CBA, bring it to that conversation early rather than late.
Why buy this from UpKeep instead of a workforce management vendor?
Because a workforce management vendor knows who is on shift and has no idea what needs doing. We already hold the labor demand: every open work order, the PM plan for the next quarter, and project hours with estimates. Scheduling against real demand is the part that is hard to do from the outside. If your only need is time and attendance across a large hourly workforce, a dedicated WFM vendor is a reasonable choice.
Can we use the scheduling half without timecards?
Yes, and many teams should start there. Shift coverage, certification-gated assignment, and capacity planning stand on their own and are where the differentiation is. Time capture is the piece customers ask for most, but it is also the piece most likely to already be solved elsewhere in your business.
How do technicians record time in the field?
From the mobile app, either by clocking in and out or by starting and stopping time against the work order they are on, which is the more useful option because it produces cost allocation as a side effect. Offline capture works and syncs when connectivity returns.
Does it integrate with our HR system?
Employee records, cost centers, and labor rates typically sync in from HR or the ERP so there is not a second employee master to maintain. Approved hours sync out to payroll. Which system owns which field is decided during implementation.
Can we plan capacity across multiple sites?
Yes. Crews, coverage requirements, and capacity roll up by site and region, with permissions controlling who sees which sites. Multi-site teams most often use this to see where a plant is chronically short of hours against its own PM plan.
What does this change about our maintenance reporting?
It fills the largest gap in it. Parts cost is captured today because someone issues a part; labor is usually estimated or ignored. Once hours book to work orders, total cost of ownership, repair-versus-replace analysis, and capital planning all rest on measured numbers rather than assumed ones.
Find out what your labor really costs
Most teams are surprised by the planned-versus-unplanned split once hours are recorded properly. We will show you how that number gets built.