Olympus Workforce Product Guide
Internal guide for all NebusAI employees on Olympus Workforce—our AI-powered workforce management platform.
Product Overview
What is Olympus Workforce?
Olympus Workforce is a comprehensive workforce management platform that uses AI to optimize scheduling, track time and attendance, manage labor costs, and improve employee engagement across any industry.
| Component | Description |
|---|---|
| Smart Scheduling | AI-powered schedule creation and optimization |
| Time & Attendance | Clock in/out, break tracking, geofencing |
| Labor Analytics | Real-time labor cost visibility and forecasting |
| Team Hub | Communication, tasks, and collaboration |
| Mobile Apps | iOS, Android, and Watch apps for employees |
| Compliance Engine | Labor law automation and alerts |
Target Markets
| Industry | Primary Pain Points | Our Solution |
|---|---|---|
| Restaurants | Variable demand, compliance | AI demand scheduling |
| Retail | Seasonal fluctuation, coverage | Optimized coverage |
| Healthcare | Certifications, ratios | Credential tracking |
| Hospitality | Multi-property, turnover | Cross-location scheduling |
| Manufacturing | Shift patterns, overtime | OT optimization |
| Services | Mobile workers, billing | GPS time tracking |
Competitive Landscape
| Competitor | Strength | Our Advantage |
|---|---|---|
| 7shifts | Restaurant-focused | Multi-industry, AI, integrated POS |
| Deputy | Global presence | AI optimization, better UX |
| When I Work | SMB friendly | More features, AI scheduling |
| Homebase | Free tier | Advanced analytics, compliance |
| UKG (Kronos) | Enterprise scale | Modern UX, faster implementation |
| ADP Workforce | Payroll integration | Agility, AI-first approach |
Platform Capabilities
Smart Scheduling
┌─────────────────────────────────────────────────────────────────┐
│ AI SCHEDULE BUILDER │
├─────────────────────────────────────────────────────────────────┤
│ │
│ WEEK OF JAN 27 [Auto-Generate] │
│ │
│ Mon Tue Wed Thu Fri Sat Sun │
│ ────────────────────────────────────────────────────────── │
│ AM ██████ ██████ ██████ ██████ ██████ ████████ ████████ │
│ PM ██████ ██████ ██████ ██████ ████████████████ ██████████ │
│ │
│ COVERAGE vs DEMAND │
│ ───────────────────────────────────────────────────────────── │
│ Mon: 98% covered ✓ Fri: 92% covered ⚠ (need 1 more PM) │
│ Tue: 100% covered ✓ Sat: 105% covered ✓ │
│ Wed: 95% covered ✓ Sun: 88% covered ⚠ (need 2 more) │
│ Thu: 100% covered ✓ │
│ │
│ AI RECOMMENDATIONS │
│ ───────────────────────────────────────────────────────────── │
│ 💡 Sarah has availability Friday PM - offer shift? │
│ 💡 Mike approaching overtime (38 hrs) - swap Sunday? │
│ 💡 Holiday weekend: consider +2 staff Saturday │
│ │
│ [Publish Schedule] [Send for Approval] [Export] │
│ │
└─────────────────────────────────────────────────────────────────┘
Key Features:
- AI Auto-Generation: One-click schedule based on demand, availability, skills
- Demand Forecasting: Predict staffing needs from historical data
- Availability Management: Employee preferences, time-off, restrictions
- Skill Matching: Ensure right certifications/skills per shift
- Overtime Optimization: Minimize OT while meeting coverage
- Shift Swapping: Employee-initiated with manager approval
- Open Shift Marketplace: Broadcast unfilled shifts
Time & Attendance
┌─────────────────────────────────────────────────────────────────┐
│ TIME CLOCK Live: 14 on duty │
├─────────────────────────────────────────────────────────────────┤
│ │
│ CLOCK IN OPTIONS │
│ ───────────────────────────────────────────────────────────── │
│ 📱 Mobile App (GPS verified) │
│ 🖥️ Kiosk/Terminal (photo capture) │
│ ⌚ Apple/Android Watch │
│ 📞 Phone IVR (call-in) │
│ 🔲 QR Code scan │
│ │
│ TODAY'S ACTIVITY │
│ ───────────────────────────────────────────────────────────── │
│ ┌────────────────────────────────────────────────────────┐ │
│ │ Sarah M. IN 6:58am On duty 4h 12m │ │
│ │ Mike T. IN 7:02am On duty 4h 08m │ │
│ │ James L. IN 7:15am LATE⚠ On duty 3h 55m │ │
│ │ Emily R. Break 11:15am On duty 4h 05m │ │
│ │ David K. OUT 11:00am Worked 4h 00m │ │
│ └────────────────────────────────────────────────────────┘ │
│ │
│ ALERTS │
│ ───────────────────────────────────────────────────────────── │
│ 🔴 2 employees late today │
│ 🟡 3 approaching overtime this week │
│ 🟢 All breaks compliant │
│ │
└─────────────────────────────────────────────────────────────────┘
Tracking Features:
- GPS Geofencing: Verify location at clock in/out
- Photo Verification: Prevent buddy punching
- Break Tracking: Automatic reminders, compliance
- Overtime Alerts: Real-time OT approach warnings
- Timesheet Approval: Manager review workflow
- Corrections: Employee requests, manager approvals
- Attestation: End-of-shift confirmations
Labor Analytics
┌─────────────────────────────────────────────────────────────────┐
│ LABOR DASHBOARD This Pay Period │
├─────────────────────────────────────────────────────────────────┤
│ │
│ KEY METRICS │
│ ───────────────────────────────────────────────────────────── │
│ Total Hours: 1,245 hrs Scheduled: 1,280 hrs (-2.7%) │
│ Labor Cost: $24,900 Budget: $26,000 (4.2% under) │
│ Labor %: 28.5% Target: 30% ✓ │
│ Overtime: 45 hrs vs 62 hrs last period (-27%) │
│ │
│ LABOR % BY DAY │
│ ───────────────────────────────────────────────────────────── │
│ 35%│ ● │
│ 30%│──●──●──────●──●────────●──●── Target │
│ 25%│ ● ● │
│ 20%│ │
│ └──Mon──Tue──Wed──Thu──Fri──Sat──Sun── │
│ │
│ TOP INSIGHTS │
│ ───────────────────────────────────────────────────────────── │
│ 💰 Saved $3,200 in OT vs last month (AI scheduling) │
│ 📊 Tuesday understaffed (-$800 in sales opportunity) │
│ ⚠ 3 employees consistently clock in 5+ min late │
│ │
└─────────────────────────────────────────────────────────────────┘
Team Hub
Communication & Collaboration:
- Team Chat: Shift-based and role-based channels
- Announcements: Company-wide broadcasts
- Task Management: Assign and track tasks
- Document Sharing: Policies, training materials
- Recognition: Peer kudos and manager recognition
- Surveys: Pulse surveys and feedback
Compliance Engine
| Regulation | Automated Handling |
|---|---|
| Meal Breaks | Auto-deduct, reminder alerts, waiver tracking |
| Rest Breaks | Scheduling compliance, alerts |
| Overtime | Daily/weekly thresholds, alerts, auto-scheduling limits |
| Predictive Scheduling | Advance notice, premium pay calculation |
| Minor Labor | Hour limits, time restrictions, certificate tracking |
| Certifications | Expiration tracking, scheduling blocks |
| ACA | Hour tracking, eligibility monitoring |
Mobile Experience
Employee App Features
| Feature | iOS | Android | Watch |
|---|---|---|---|
| View Schedule | ✓ | ✓ | ✓ |
| Clock In/Out | ✓ | ✓ | ✓ |
| Request Time Off | ✓ | ✓ | - |
| Swap Shifts | ✓ | ✓ | - |
| Pick Up Shifts | ✓ | ✓ | ✓ |
| Team Chat | ✓ | ✓ | - |
| View Earnings | ✓ | ✓ | - |
| Break Reminders | ✓ | ✓ | ✓ |
Manager App Features
| Feature | Description |
|---|---|
| Dashboard | Real-time who's working, labor metrics |
| Approvals | Time-off, swap, correction approvals |
| Schedule Edits | Quick changes on the go |
| Clock Corrections | Approve/deny from mobile |
| Alerts | Push notifications for issues |
| Reports | Key metrics accessible |
Integrations
POS/Restaurant
| Integration | Type | Data Flow |
|---|---|---|
| Restaurant Revolution | Native | Bi-directional (real-time) |
| Toast | API | Sales → Workforce |
| Square | API | Sales → Workforce |
| Clover | API | Sales → Workforce |
| Lightspeed | API | Sales → Workforce |
Payroll
| Integration | Type | Status |
|---|---|---|
| ADP | API | ✅ Live |
| Paychex | API | ✅ Live |
| Gusto | API | ✅ Live |
| QuickBooks Payroll | API | ✅ Live |
| Rippling | API | ✅ Live |
| Paycor | API | 🔄 Coming |
HRIS
| Integration | Type | Status |
|---|---|---|
| BambooHR | API | ✅ Live |
| Workday | API | ✅ Live |
| SAP SuccessFactors | API | ✅ Live |
| UKG | API | 🔄 Coming |
Pricing & Packaging
Plans
| Plan | Price | Best For | Key Features |
|---|---|---|---|
| Starter | $2/user/mo | Small teams (<25) | Scheduling, time clock, basic reports |
| Professional | $4/user/mo | Growing businesses | + Labor analytics, compliance, integrations |
| Enterprise | $6/user/mo | Multi-location | + AI optimization, advanced analytics, API |
| Custom | Contact | Large enterprise | Custom features, dedicated support, SLA |
Add-Ons
| Add-On | Price | Description |
|---|---|---|
| Applicant Tracking | +$1/user/mo | Job posting, applicant management |
| Learning Management | +$1/user/mo | Training content, certifications |
| HR Documents | +$0.50/user/mo | Document storage, e-signatures |
| Advanced Forecasting | +$1/user/mo | AI demand prediction |
ROI Calculator
┌─────────────────────────────────────────────────────────────────┐
│ WORKFORCE ROI CALCULATOR │
├─────────────────────────────────────────────────────────────────┤
│ │
│ YOUR INPUTS │
│ ───────────────────────────────────────────────────────────── │
│ Employees: 50 │
│ Avg Hourly Rate: $15 │
│ Current OT Hours: 100 hrs/month │
│ Manager Hours/Week: 8 hrs on scheduling │
│ │
│ PROJECTED SAVINGS │
│ ───────────────────────────────────────────────────────────── │
│ OT Reduction (30%): $2,250/month ($27,000/year) │
│ Manager Time (75%): $600/month ($7,200/year) │
│ Compliance Penalties: $500/month avoided │
│ Turnover Reduction: $2,000/year (happier employees) │
│ ───────────────────────────────────────────────────────────── │
│ TOTAL ANNUAL SAVINGS: $36,700 │
│ │
│ Your Investment: $2,400/year (50 users × $4/mo) │
│ ROI: 1,429% │
│ Payback: 24 days │
│ │
└─────────────────────────────────────────────────────────────────┘
Sales Playbook
Discovery Questions
-
Current Process:
- "How do you create schedules today?"
- "How long does it take to build a weekly schedule?"
- "What happens when someone calls out?"
-
Pain Points:
- "What's your biggest scheduling frustration?"
- "How much overtime are you paying?"
- "Have you had any compliance issues?"
-
Goals:
- "If you could wave a magic wand, what would change?"
- "What does 'good' look like for labor cost?"
Pitch Framework
Problem:
"Scheduling is eating up your managers' time, overtime is out of control, and you're always worried about compliance. Meanwhile, your employees are frustrated because they can't easily swap shifts or see their schedules."
Solution:
"Olympus Workforce uses AI to build optimized schedules in minutes, tracks time accurately, prevents overtime before it happens, and gives employees self-service tools they'll actually use—all while keeping you compliant automatically."
Proof:
"Our customers reduce scheduling time by 75%, cut overtime by 30%, and see 40% fewer no-shows because employees have control over their schedules."
Call to Action:
"Let's do a free pilot with one location. You'll see results in the first pay period."
Objection Handling
| Objection | Response |
|---|---|
| "We use spreadsheets, it works" | "It works until it doesn't—last-minute call-outs, overtime surprises, compliance violations. What would it be worth to eliminate those headaches and give you 8 hours back every week?" |
| "My team won't adopt new tech" | "Our app has a 4.8 star rating. Employees love it because it gives them control. We've never had an implementation fail due to adoption—most employees are requesting it within a week." |
| "We're locked into a contract" | "We can run in parallel at no risk, and we'll time your switch to when your contract ends. Many customers find the savings justify running both temporarily." |
| "Price is too high" | "At $4/user, one prevented overtime hour per employee per month more than pays for it. Most customers see full ROI in the first pay period." |
Demo Flow
-
Manager Experience (5 min)
- Auto-generate schedule
- Show AI recommendations
- Demonstrate compliance alerts
-
Employee App (3 min)
- View schedule
- Request time off
- Pick up open shift
-
Labor Dashboard (3 min)
- Real-time labor costs
- Overtime tracking
- Forecasting
-
ROI Discussion (4 min)
- Input their numbers
- Show projected savings
- Compare to current costs
Support Playbook
Common Issues
| Issue | Frequency | Resolution |
|---|---|---|
| Clock in/out problems | High | Check GPS, app version, network |
| Schedule not syncing | Medium | Force refresh, check permissions |
| Overtime calculations wrong | Medium | Review pay rules configuration |
| Integration data missing | Medium | Check connection, re-sync |
| Notification issues | Low | Check device settings, app permissions |
Troubleshooting GPS Issues
- Verify location services enabled
- Check geofence radius (recommend 100m minimum)
- Confirm employee is within fence
- Test with another device
- Check for GPS spoofing (rare but possible)
Escalation Paths
| Level | Handles |
|---|---|
| L1 Support | Account access, basic troubleshooting, how-to |
| L2 Support | Integration issues, data problems, configuration |
| CS Manager | Churn risk, escalated complaints |
| Product | Feature requests, systemic issues |
| Engineering | Bugs, performance, outages |
Technical Details
Architecture
| Component | Technology | Notes |
|---|---|---|
| Web App | Flutter Web | Shared codebase with mobile |
| Mobile Apps | Flutter | iOS, Android, Watch |
| Backend | Rust + Go | Olympus Cloud platform |
| Database | Cloud Spanner | Global consistency |
| AI Engine | Python + ACP | Scheduling optimization |
| Real-time | Cloudflare Durable Objects | Live updates |
Data & Security
- SOC 2 Type II certified
- GDPR compliant
- CCPA compliant
- Encryption at rest and in transit
- SSO support (SAML, OIDC)
- Role-based access control
- Audit logging for all actions
API Access
Customers can access APIs for:
- Schedule read/write
- Time punch export
- Employee sync
- Custom reporting
- Webhook notifications
Key Metrics
Platform Health
| Metric | Target | Notes |
|---|---|---|
| Active Users | Growing MoM | Track by segment |
| DAU/MAU | >40% | Engagement indicator |
| Schedule Generation | <30 sec | Performance |
| Clock Reliability | >99.9% | Uptime critical |
| NPS | >50 | Customer satisfaction |
Customer Success
| Metric | Definition | Healthy |
|---|---|---|
| Time to Value | Days to first schedule | <7 days |
| Adoption Rate | % employees using app | >80% |
| OT Reduction | vs. pre-implementation | >20% |
| Manager Time Saved | Hours/week on scheduling | >6 hours |
| Retention | Annual | >90% |
Roadmap Highlights
Near-Term (Q1-Q2 2026)
- Advanced demand forecasting (weather, events)
- Automated shift bidding
- Tip pooling integration
- Enhanced compliance for new states
Medium-Term (Q3-Q4 2026)
- AI schedule negotiation ("Can I swap with someone?")
- Predictive turnover alerts
- Gig worker support
- Advanced labor budgeting
Long-Term
- Autonomous scheduling (manager approval optional)
- Cross-company shift marketplace
- Union rule automation
- International expansion
Key Contacts
| Role | Contact | When |
|---|---|---|
| Product Lead | #workforce-product Slack | Feature questions |
| Engineering | #workforce-eng Slack | Technical issues |
| Sales Lead | sales@olympusworkforce.com | Deal support |
| Support | support@olympusworkforce.com | Customer issues |
| Partnerships | partnerships@nebusai.com | Integration requests |
Quick Reference
URLs
| Resource | URL |
|---|---|
| Web App | app.olympusworkforce.com |
| Help Center | help.olympusworkforce.com |
| API Docs | developers.olympusworkforce.com |
| Status Page | status.olympusworkforce.com |
Key Differentiators
- AI-First: Not bolted on, built from ground up
- Multi-Industry: One platform, any workforce
- Integration Native: Deep POS and payroll connections
- Employee-Loved: 4.8 star app rating
- Compliance Built-In: Not an afterthought
- Real-Time: Instant sync, live updates
Last Updated: January 2026 | Version 1.0 Questions? #olympus-workforce on Slack