Case Studies – Wohlflow

Késmárki Gergely, Managing Director

When capacity became a strategic decision

blueBAX Solutions works in IT development and enterprise SAP consulting – mostly on development projects and SAP Business One (B1) rollouts. It's the kind of company where several clients, several projects and several parallel deadlines are always in the air at once – and where the team's time is by far the most valuable resource.

The starting point

At a consultancy, the hardest questions aren't technical – they're about capacity. Who is currently overloaded, and who still has room? Does a new project actually fit, or would taking it on burn the team out? For a long time, blueBAX could only answer these on instinct – a good part of the plans and the workload lived in the managers' heads. So the decisions that really mattered – whether to take on a new engagement, where to shift people – often only became visible once it was already too late to correct course.

The solution

The switch happened step by step. In February the Planner came first: the team can see ahead who is doing what, and how full each person's week is. In May the Contracts module followed for the agreements, and time off moved into Wohlflow too – so planning, contracts and absences finally come together into a single picture, in one system. The point wasn't the number of features; it was that workload and free capacity are finally visible in one shared, forward-looking view – in time, not after the fact.

The results

At a glance it's clear who is overloaded and who still has spare capacity – so people can be rebalanced in time, before anyone burns out.
Before taking on a new engagement, the team can see whether it genuinely fits their time – the yes-or-no comes down to real capacity, not gut feeling.
Because the plan looks ahead, strategic decisions – whether to hire, which project to prioritise – can be made in time, not only when the house is already on fire.
The workload trends also show where things are heading: where capacity will get tight over the coming weeks.

"The biggest change for us is that we can finally see who's full and who still has spare capacity – and decide in time based on that. When a new project comes in, we don't guess; we check whether it actually fits the team. Planning has become more than a schedule for us – it's a strategic tool: we make the important decisions calmly and in time, instead of scrambling at the last minute."
— Késmárki Gergely, Managing Director

Eszlári A. László, Managing Director

Simplicity and a developer who responds within days

Eszlári Consulting works in enterprise SAP development and consulting. A close-knit team that has no patience for admin that runs in circles – which is exactly why it matters that the everyday tools are simple and quick.

The starting point

For Eszlári László's team there was no dramatic starting point – they weren't fleeing a fire into a new system. Quite the opposite: they were already using another system built specifically for them, one that in theory did everything. The switch started from a friend's recommendation, and it was more of a question than a problem: could Wohlflow give a simpler, cleaner, more pleasant day-to-day experience than what they were used to?

The solution

The answer came fairly quickly. In the Planner, László sees in one place who logged what – as an admin he validates it, adjusts it, and in a few clicks builds flexible reports from it, with several sort orders and views; a good number of those views made it into the system specifically at his request. And the real “aha” moment came when certain hours of one project had to be re-booked to another task on a different project for accounting reasons. That wasn't in the system yet – but there was no need to wait months for it: within a few days it became a working feature, worked out directly with the developer. That kind of directness is something you'd look for in vain with off-the-shelf software.

The results

A clean, simple interface that stays out of the way of the work – a pleasure to look at, a pleasure to use.
Transparent time tracking: one place shows who logged what, and as an admin it's validated and edited in moments.
Flexible reports: the data can be pulled in several sort orders and views – exactly as the day-to-day work needs it.
Flexible accounting – hours can be re-booked even between projects when the billing calls for it.
A direct line to the developer: an idea or a note often becomes a working solution the same day, at the latest within a few days.

"It's rare to find software where an idea becomes a working feature within days. Wohlflow is exactly that – flexible, reliable and customer-focused."
— Eszlári A. László, Managing Director