The weight of spreadsheet-based operations
Before Liveforce, every event booking triggered the same manual process. Open the spreadsheet. Check availability. Allocate staff. Cross-reference against other events on the same day. Hope nothing clashes.
For a business coordinating 10 vans, 60 staff members, and 10 locations on a single busy day, that process consumed hours every week. Staff allocation alone required constant cross-checking. One overlooked row, one missed update, and a double booking could throw an entire day off course.
The spreadsheets held the information, but they could not flag conflicts. They could not send reminders. They could not show, at a glance, who was confirmed and who was not.
The admin was growing faster than the business.
Why generic platforms were not answer
Paul Belsey, Business Development Manager at WiseUp Team Building, had looked at other platforms before finding Liveforce. Most were built for hospitality rotas or retail shift patterns. They were rigid. They charged per staff member. And they could not handle the reality of a business that runs multiple different events, in different locations, with different team sizes, all on the same day.
The tools that existed were designed for one site, one rota, one set of staff. WiseUp’s operation did not fit that model. They needed flexibility to manage different types of staff, customise workflows to match how the business actually runs, and scale without the costs becoming unworkable.
The wrong system would have added another layer of admin rather than removing one.
“Most of the platforms we explored were designed for hospitality or retail, and they simply didn't fit our needs. They were often too rigid and charged per staff member, which wasn't practical for our model.”
WiseUp Team Building
What made Liveforce the right fit
Liveforce stood out because it matched the way WiseUp already needed to work. The platform could handle multiple events in a single day, manage different types of staff across those events, and adapt to the company’s specific workflows.
Rather than forcing the business into a rigid structure, Liveforce gave the team a central system they could shape around their operation. Staff scheduling, availability tracking, communication, compliance, and timesheets all moved into one place.
The pricing model worked too. Instead of charging per staff member, which would have penalised WiseUp for growing their freelance pool, Liveforce offered a structure that scaled with the business sensibly.
One platform that could flex with the operation, not against it.
“Liveforce stood out because it offered the flexibility we needed. It allows us to rota multiple events in a single day, manage different types of staff easily, and customise the system to suit our workflows.”
WiseUp Team Building
Key features implemented
Staff scheduling and event coordination
The team enters each event into Liveforce and allocates staff from one central view. With multiple events running on the same day across different locations, this replaced the process of cross-referencing spreadsheets manually. Clashes and double bookings are flagged before they become a problem.
Staff communication through the app
Shift details, updates, and changes are communicated through Liveforce rather than through WhatsApp messages and phone calls. Staff receive notifications directly through the app, reducing missed messages and keeping everyone aligned without the constant back-and-forth.
Compliance and document management
All staff documentation is stored centrally within Liveforce. Compliance records that were previously scattered across email attachments and shared folders are now accessible in one place, easy to find when needed and easy to keep up to date.
Timesheets and payment tracking
Hours worked are recorded through the platform with a clear layout and real-time visibility. This replaced manual timesheet collection and reduced disputes over hours, speeding up the payment process for both the business and its staff.
How day-to-day operations changed
Liveforce became central to how WiseUp runs its daily operation. The team uses it to plan and manage staffing across multiple events, often juggling complex schedules at the same time.
On a typical day, they coordinate large teams across multiple locations. Liveforce lets them allocate shifts, track availability, and make adjustments quickly. What used to take hours of spreadsheet work each week now happens in a few clicks.
Communication improved across the board. Staff access their shifts through the app, update their availability, and receive notifications directly. The back-and-forth messages that used to clog up the team’s phones have been replaced by structured updates through the platform.
Document handling and compliance records now sit in one place, clearly stored and easy to access when needed. No more chasing paperwork across email threads and shared drives.
The team stopped managing spreadsheets and started managing events.
“Liveforce is now central to how we run our day-to-day operations. What used to take many hours of spreadsheet work each week is now handled in just a few clicks.”
WiseUp Team Building
Before and after Liveforce
Before Liveforce
Staff allocated through spreadsheets with manual cross-checking
Hours spent each week coordinating 60+ staff across 10 locations
Compliance documents scattered across emails and shared drives
Staff updates sent through WhatsApp and phone calls
Rigid platforms built for single-site hospitality rotas
After Liveforce
One central schedule with real-time visibility across all events
Shifts allocated and adjusted in a few clicks from one platform
All documentation stored centrally and accessible in one place
Notifications and shift details delivered through the Liveforce app
A flexible system customised to match multi-event workflows
The difference
No more double bookings or availability clashes
Around 80% reduction in staffing admin
Faster compliance checks with no missing records
Consistent, reliable communication with every team member
A platform that fits the business rather than forcing it to adapt
The results that followed
Since implementing Liveforce, WiseUp Team Building has reduced staffing admin by around 80%. Double bookings have been eliminated. Overall organisation across the team has improved.
The platform’s clear layout and real-time notifications simplified day-to-day management. The team spends less time chasing information and more time preparing for the events themselves.
The customisability of the system has allowed WiseUp to tailor it to their specific needs. Combined with responsive customer support, the platform continues to evolve alongside the business rather than holding it back.
80% less admin. Zero double bookings. One clear system.
“We've reduced staffing admin by around 80%, eliminated double bookings, and improved overall organisation across the team.”
WiseUp Team Building
WiseUp Team Building did not just replace a spreadsheet. They built an operational backbone that gives their team clarity, their staff confidence, and their business the structure to keep growing without the growing pains.
