Workforce management and compliance: from a burdensome constraint to a controlled process.

M. Le Clech: "Compliance is a key issue in Canada because workforce management goes far beyond scheduling: overtime, rest periods, premiums, health, safety… Everything is governed by diverse provincial laws, complemented by collective agreements, union rules, and contractual conditions. For organizations operating across multiple provinces, this means managing hundreds of rules every day in scheduling, time tracking, and payroll. In this context, compliance becomes a financial, operational, and reputational issue. A strong Workforce Management system (in the sense of the tool), supported by solid processes, ensures these rules are applied consistently, automates what can be automated, and guarantees fair and compliant payroll."

"When we talk about WFM, Workforce Management, we’re referring to a set of processes and technologies that orchestrate the workforce on a daily basis, efficiently and in compliance. In concrete terms, a WFM system is a workforce management tool that first forecasts staffing needs, then builds schedules based on demand and operational constraints. It also tracks actual hours worked, absences, and exceptions, while automatically applying legal, internal, and collective agreement rules. Finally, Workforce Management plays a decisive role in payroll: it transfers already‑interpreted time data, providing a reliable foundation for calculating gross pay. In short, I really see WFM as a bridge between operations, employees, and compliance."

"Organizations see non‑compliance as a major risk because its consequences are very tangible: complaints, grievances, payroll adjustments, penalties, and significant internal mobilization in terms of time and energy. Beyond the legal aspect, there is in Québec—and more broadly in Canada—a strong cultural dimension: compliance is viewed as a non‑negotiable standard. An organization that is not compliant is quickly judged negatively, which can harm its employer brand. Since the regulatory framework is clear and structured, many employers are not just trying to avoid sanctions—they aim to be impeccable, because that is what employees, unions, and society expect."

"For me, ensuring compliance relies on three major components. First, you need perfectly clear rules: identifying all obligations, prioritizing them, and translating them into simple processes. Without this clarity, managers improvise, and automation becomes impossible. Next, it is essential to rely on a system that is both reliable and flexible. A WFM solution must automatically apply rules, alert in case of risk, and easily evolve when laws or collective agreements change. Alignment with payroll is also crucial: you must be compliant both in scheduling and compensation. Finally, compliance requires solid governance: traceability, audits, well‑defined roles, and real user adoption. Even the best tool cannot protect an organization if practices do not follow."

"WorkAxle helps Canadian organizations turn complex rules into compliant daily practices through automated and traceable execution. Its flexibility allows it to adapt to differences between provinces, collective agreements, and industries, enabling it to meet truly specific needs. We also help clients structure and configure their rules—overtime, premiums, rest periods, shift assignments—to ensure consistent application and limit improvisation, while detecting risk situations earlier. Finally, we emphasize demonstrable compliance through payroll integration and robust audit and reporting tools, helping organizations shift from a burdensome constraint to a well‑controlled process."

"The results of a centralized and compliant WFM system become visible quickly. Scheduling becomes more accurate: companies can better forecast their needs and allocate resources optimally, reducing both understaffing and overstaffing. We also observe efficiency gains thanks to fewer manual tasks, better cost control, and reduced unnecessary overtime. Errors decrease significantly because rules are applied automatically and risks are detected earlier, which reduces payroll corrections and improves traceability. Finally, the employee experience is strengthened: more consistent schedules, increased transparency, and a greater sense of fairness—often contributing to more harmonious relationships with unions."

"I believe WFM will evolve in two main directions. On one hand, solutions will become more sophisticated for enterprises, with clearer ROI, more advanced analytics, and increased AI capabilities to better forecast, optimize, and simulate different scenarios. With the rise of hybrid work, organizations will also demand more flexibility to manage mixed realities and inter‑site mobility without losing control over compliance. On the other hand, employees will expect more fairness and transparency: understanding how schedules are built, accessing information easily, and benefiting from a more equitable distribution of workload. I therefore believe WFM will evolve into a more collaborative and mobile platform, centered on the employee experience while remaining fully compliant."

By combining Arago’s HR expertise with WorkAxle’s technological power, organizations benefit from comprehensive support to structure, automate, and secure their workforce management. Arago brings deep understanding of regulatory requirements and day‑to‑day operational practices, while WorkAxle provides a WFM platform capable of translating these rules into reliable, auditable, and scalable workflows. Together, we help companies increase accuracy, compliance, and operational efficiency, while strengthening transparency and fairness for employees.

Contact us to discuss you WFM challenges.