HR for Wholesale Teams

Wholesale and distribution businesses can have very different working arrangements across their warehouse, sales and administration teams. When employee details and leave requests sit in separate spreadsheets, it becomes harder to keep the overall HR picture clear.

HR Planner brings those records and requests together. Maintain the patterns Employees follow, configure staffing cover considerations and give Managers the relevant employee context when they review time away.

Match patterns

Represent the weekly and repeating arrangements your Employees follow.

Working Patterns defines schedules using day sets and work periods, including rotating arrangements. The patterns provide working-time context for leave handling when teams do not share the same week. Review assignments and representative dates so the system reflects the intended employee arrangements.

For example, a warehouse Employee follows a repeating pattern while an office colleague works a regular week. HR can configure the relevant patterns and check leave handling for each. This helps Managers interpret availability without applying one assumed schedule to everyone.

Working Patterns ›

Minimum Staffing Cover supports group membership and at-least or up-to thresholds. These settings let the business bring cover considerations into the request process. Check the configuration against your team structure and representative leave scenarios before using it day to day.

For example, a customer service team needs to consider how many colleagues can be away together. HR can configure the relevant group and thresholds, then review how overlapping requests are handled. Managers still organise the available people around the team’s workload.

Minimum Staffing Cover ›

See time away

Review leave across relevant teams through a shared planner.

The Staff Holiday Planner displays employee events in calendar views with organisational grouping and request actions. It helps authorised Managers consider overlapping time away before making decisions. The employee view can inform availability discussions across the business.

For example, a Manager reviews leave ahead of a busy trading period and sees that several Employees have requested the same dates. They can discuss cover using the planner as a shared reference. Warehouse and delivery operations then plan around the agreed employee availability.

Staff Holiday Planner ›

Connect records

Maintain employee information consistently across departments.

Employee Records provides configurable sections for profile information and linked HR records. Authorised users can maintain details in a shared record as responsibilities change. Clear ownership of updates reduces the need for separate versions of employee information in each department.

For example, an Employee moves from one internal team to another. HR can review their recorded organisational details and linked information, then check any related access arrangements. The people managing the change can use the same employee record as their reference.

Employee Records ›

Skills and Certificates combines a skills catalogue with employee certificate records, evidence and relevant expiry details. Renewal handling and expiry views help authorised users review records that need attention. Your business decides what evidence is needed and how its suitability is checked.

For example, an Employee completes training and provides a certificate. HR can review and maintain the evidence, including an expiry date where applicable. The record supports future renewal conversations while the business retains responsibility for deciding what work the Employee is authorised to do.

Skills and Certificates ›

Handle claims

Keep employee expense items and receipts together for review.

Expense Management structures claims around periods, descriptions and individual items. Supporting documents can be attached to items before submission through the configured process. Reviewers can assess the details and evidence against the company’s policy.

For example, a sales Employee attends a supplier meeting and returns with travel receipts. They can prepare a claim, describe the costs and attach the evidence for review. Any approved reimbursement is then handled through the organisation’s payment arrangements.

Expense Management ›

Your questions answered

Can warehouse and office Employees use different working patterns?

Yes. Working Patterns supports weekly and repeating arrangements through day sets and work periods. Configure the relevant employee assignments and check representative dates and leave handling.

Can we consider team cover when reviewing leave?

Minimum Staffing Cover supports groups and thresholds for request handling, while the Staff Holiday Planner shows relevant employee time away. Managers remain responsible for organising operational cover and work.

Can we keep staff training certificates and expiry details?

Skills and Certificates supports employee certificate records, evidence, applicable expiry information and renewal handling. Your business decides how evidence is checked and what authorisation is needed for the work.

Does HR Planner manage warehouse stock or deliveries?

This page describes employee HR records and processes. Stock control, warehouse operations, fleet management and delivery scheduling are separate operational requirements.