GaiaWorks logo
Book a Demo
6 Critical Questions to Ask When Choosing a WFM Solution for Southeast Asia

6 Critical Questions to Ask When Choosing a WFM Solution for Southeast Asia

Finding the reliable WFM solution Southeast Asia businesses need is a unique challenge. HR and Operations leaders in Hong Kong, Singapore, and across the region manage diverse borders and complex labor regulations daily.
The good news? Workforce Management (WFM) tools have evolved. The challenge? Many generalist global HR suites are often too rigid for Asia’s dynamic environment. Often, they lack the depth to ensure true local compliance.
To succeed, you need a WFM solution Southeast Asia teams can trust. It must prioritize accuracy, fairness, and agility. This ensures you reward hardworking employees while preventing corner-cutting.
Use this guide to compare GaiaWorks against generalist alternatives. Here are 6 critical questions to find the right fit for your APAC strategy.
“We needed a system that understood the nuance of Asian labor compliance—not just a global tool translated into local languages. GaiaWorks delivered that precision.” — Regional HR Director, Leading Retail Chain in Asia

GaiaWorks business analytics dashboard on a monitor showing APAC workforce cost trends and HK vs SG overtime compliance rates.

Does the solution champion fairness and protect your top performers?

The “Asian Context”: Fairness drives retention.
In labor-intensive sectors like retail and manufacturing, accuracy builds trust. If your system allows “buddy punching” (clocking in for colleagues), it creates a toxic environment. Consequently, rule-breakers profit at the expense of diligent staff. This unfairness drives attrition among high performers.
You need a WFM solution Southeast Asia operations rely on to ensure every paid minute is a minute truly worked.
Ask these questions to ensure integrity:
  • Does it use AI-powered facial verification and geofencing to validate identity and location instantly?
  • Does it offer real-time transparency, allowing employees to view and verify their own hours daily?
  • Can it detect data anomalies (like GPS spoofing) to prevent “time theft” before it impacts payroll?
  • Does it strictly differentiate between “approved OT” and “unauthorized OT” to control costs without sacrificing fairness?
GaiaWorks Advantage: GaiaWorks believes that Fairness is Efficiency. We secure the “First Mile” of workforce data with enterprise-grade biometrics. This protects your bottom line and shows honest employees that you value their hard work.

Is the “Compliance Engine” built for this region?

Global tools often treat Asian labor laws as an afterthought. But navigating Hong Kong’s Employment Ordinance (418 Rule) , Singapore’s MOM regulations, and Vietnam’s strict overtime caps requires more than just a generic settings panel—it requires a dedicated engine.
Ask these questions to minimize risk:
  • Are rule sets for local regulations pre-built and maintained by the vendor?
  • Can the system handle multi-country holiday calendars (Lunar New Year, Tet, Deepavali) simultaneously for regional teams?
  • Does it automate complex overtime multipliers (1.5x, 2.0x, 3.0x) specific to each SEA country?
  • Will managers receive automatic alerts if a scheduled shift violates a local rest-day or working-hour law?
GaiaWorks Advantage: We don’t just “support” compliance; we automate it. As a specialized WFM solution Southeast Asia trusts, GaiaWorks comes pre-loaded with regulatory logic for Greater China and ASEAN. We act as your digital guardrail.

Does it integrate seamlessly with your Global Core HR (SAP, Workday)?

You likely use a global giant like SAP SuccessFactors or Workday for your master data. That’s great for HQ. However, these systems often struggle with granular, gross-to-net time calculations for frontline operations. You don’t need to replace your Core HR; you need a specialist partner.
Ask these questions to ensure connectivity:
  • Does the vendor have proven connectors or APIs for major Core HR platforms?
  • Can employee master data sync from Core HR to WFM in real-time?
  • Does the system push payroll-ready data (calculated hours, leave, OT) back to the global system without manual Excel work?
  • Is it flexible enough to connect with local payroll vendors in countries where you decentralize payroll?
GaiaWorks Advantage: Think of us as the “Operational Layer.” We specialize in Time & Attendance and feed clean data into SAP or Workday. You get global visibility with local agility.

Does it move beyond “Rostering” to true “Labor Optimization”?

In high-cost markets like Singapore and Hong Kong, static schedules kill margins. Overstaffing wastes money, while understaffing loses sales. Therefore, you need an intelligent WFM solution Southeast Asia vendor to align labor supply with business demand dynamically.
Ask these questions to drive efficiency:
  • Can the system forecast labor demand based on POS sales data or footfall traffic?
  • Does it support flexible scheduling strategies like split shifts or cross-store borrowing?
  • Can managers generate optimized schedules in one click, matching employee skills and availability to demand?
  • Does it empower employees to swap shifts via mobile, reducing administrative drag?
GaiaWorks Advantage: GaiaWorks’ Smart Scheduling module uses Machine Learning to predict demand and optimize shifts. We help you put the right person in the right place at the right time—maximizing productivity and controlling labor costs.

Why Local Matters？Many global providers struggle to adapt to local needs. As a leading WFM Solution Southeast Asia businesses rely on, GaiaWorks understands that agility is key. Choosing a specialized WFM Solution Southeast Asia operations team ensures you get better support and faster ROI than generic global tools.

Is the User Experience (UX) truly “Mobile-First” for Asia?

Asia is the most mobile-centric region globally. If your WFM looks like legacy desktop software, your frontline staff won’t use it effectively.
Ask these questions to ensure adoption:
  • Is the mobile app as intuitive as consumer “Super Apps” (like What’sAPP, WeChat, or Line)?
  • Does it support instant language switching (English, Traditional Chinese, Thai, Vietnamese) for a diverse workforce?
  • Can employees check their real-time estimated pay and hours daily to boost financial wellness?
  • Is self-service (leave, OT, shift swaps) available 100% on mobile?
GaiaWorks Advantage: Designed for the mobile-native workforce, GaiaWorks requires zero training. This ensures high adoption rates.

Do they have “Boots on the Ground” in Asia?

Choosing a US-centric vendor often means late-night support calls and explaining what “Lunar New Year” is to a support agent in another hemisphere. You need a partner who lives and breathes this market.
Ask these questions to guarantee support:
  • Does the vendor have local Customer Success teams in Greater China and SEA?
  • Is support available in local languages and time zones?
  • Do they understand the local business culture and the urgency of Asian payroll cycles?
  • Is their product roadmap specifically committed to Asian market needs?
GaiaWorks Advantage: Asia isn’t just a market to us—it’s our home. We provide the responsive, culturally fluent support your business deserves.

Conclusion: The Top WFM Solution Southeast Asia Enterprises Need

While generalist alternatives offer breadth, GaiaWorks offers the depth, precision, and local expertise required to win in Hong Kong, Singapore, and Southeast Asia.
We help you build a workplace defined by fairness, compliance, and efficiency—ensuring that your workforce management strategy is an asset, not an obstacle.
Ready to optimize your workforce in Asia?

 

H&H Group Case Study: Navigating GDPR & PIPL with a Dual Data Center HR Strategy

H&H Group Case Study: Navigating GDPR & PIPL with a Dual Data Center HR Strategy

Achieving Global HR Compliance is the ultimate balancing act for modern multinational enterprises. For H&H Group, a global leader in Premium Nutrition & Wellness (home to powerhouse brands like Swisse and Biostime), international expansion is part of their DNA.

However, rapid growth across 17 diverse markets—from Asia to Europe and North America—brought a critical challenge.

How do you manage a workforce across borders while maintaining strict Global HR Compliance? How do you balance operational efficiency with the rigid data sovereignty laws of different nations?

To solve this, H&H Group partnered with GaiaWorks. By implementing SAP SuccessFactors with an innovative Dual Data Center architecture, we helped them transform a compliance headache into a strategic advantage.

The Challenge: Navigating Global HR Compliance Complexity

 

Before the transformation, H&H Group faced a “perfect storm” of operational hurdles:

  • Data Sovereignty Risks: Strict regulations like the EU’s GDPR and China’s PIPL severely restricted cross-border data flow. A “one-size-fits-all” global system was no longer viable without significant compliance risks.

  • Legacy Limitations: Existing HR systems were fragmented and limited to basic organizational structures, lacking the depth needed for modern talent management, payroll, and performance.

  • Operational Inefficiency: Manual processes across continents led to a poor user experience and limited strategic visibility into their global workforce.

H&H Group Global HR Digital Transformation powered by GaiaWorks - Futuristic digital city concept symbolizing Dual Data Center architecture and data compliance

The Solution: A “Dual-Core” Strategy for Global HR Compliance

 

As a top-tier SAP SuccessFactors partner, GaiaWorks designed and executed a cutting-edge Dual Data Center (Dual DC) strategy. This architecture allowed H&H Group to respect local laws while maintaining global oversight.

The Architecture Breakdown

  • China Data Center (CN DC): Dedicated to hosting Employee Central for Mainland China operations, ensuring strict adherence to PIPL data localization requirements.

  • Germany Data Center (DEU DC): Hosts Onboarding and Employee Central for all other international markets (Hong Kong, Singapore, Europe, Americas, ANZ), ensuring full GDPR compliance.

GaiaWorks’ Implementation Expertise

Connecting these two worlds required precision. GaiaWorks developed sophisticated, customized data bridges. These bridges enable the secure transfer of necessary non-sensitive workflow data between the two centers. Our agile team successfully navigated the complexities of multiple time zones, diverse regulatory landscapes, and cultural nuances to deliver a seamless launch.

The Impact: A Robust Foundation for Future Growth

 

Six months post-launch, the value of this digital transformation is clear. H&H Group has set a new benchmark for Global HR Compliance.

1. Mitigating Compliance Risks

The Dual DC architecture provides peace of mind. By physically and logically separating data based on sovereignty requirements, H&H Group has established a new standard for Global HR Compliance, navigating complex global regulations with confidence.

2. Unlocking Operational Efficiency

Automation has replaced manual spreadsheets. The streamlined processes across borders have drastically reduced administrative overhead, allowing the HR team to focus on strategy rather than transactions. Furthermore, decision-makers have faster access to workforce analytics.

3. Elevating Employee Experience

Compliance does not have to be clunky. With a modern, unified SAP SuccessFactors interface, employees and managers across all 17 markets now enjoy a consistent experience. They have empowered self-service capabilities, regardless of which data center hosts their profile.

Looking Ahead

 

This project has transformed H&H Group’s HR function from an administrative support role into a strategic enabler of global growth. With a compliant and scalable digital backbone built by GaiaWorks, H&H Group is now poised to expand into new markets with agility and confidence.

At GaiaWorks, we don’t just implement software; we solve complex workforce challenges.

Are you facing similar challenges with Global HR Compliance and workforce management? Contact GaiaWorks today to see how we can tailor a solution for your enterprise.

 

5 Ways to Decrease Labor Costs Without Employee Burnout

5 Ways to Decrease Labor Costs Without Employee Burnout

Labor is often the single biggest line item on your P&L. The pressure to decrease labor costs is constant, but old methods like cutting hours often backfire. They lead to burnt-out employees and poor service.

When budget pressure mounts, the knee-jerk reaction is often to cut hours or freeze wages. While these tactics might show immediate savings on a spreadsheet, they usually backfire in the real world. Understaffing leads to burnout, creates a poor customer experience, and drives up employee turnover. In the long run, “cutting corners” actually costs you more.

So, how do you control labor costs the right way?

The secret lies in shifting from cutting to optimizing. By eliminating operational waste and leveraging smart technology, you can spend your labor budget more effectively.

Here are five data-driven strategies that industry leaders (like Swire Coca-Cola and top global F&B brands) use to decrease labor costs while improving operational efficiency.

1. Stop Over-Scheduling and Under-Scheduling with AI

 

Guesswork is the enemy of profitability. Relying on “gut feeling” or static templates to build schedules results in two expensive problems:

1. Over-staffing: Paying for idle time during slow periods.

2. Under-staffing: Losing sales during rush hours.

The Solution: Intelligent Demand Forecasting

Modern Workforce Management (WFM) platforms replace guesswork with data. The GaiaWorks Algorithm Cloud analyzes your historical data—sales figures, foot traffic, or production orders—to predict your exact staffing needs down to 15-minute intervals.

Dashboard showing how to decrease labor costs with AI forecasting.

Real-World Impact: A global fast-food chain saved an estimated $14M USD annually. By aligning staff levels strictly with demand, they were able to decrease labor costs significantly.

2. Eliminate “Time Theft” and Payroll Errors

 

Small errors add up fast. A few minutes of “buddy punching” or rounding errors in manual calculations can significantly inflate your payroll.

The Solution: Automated Time & Attendance

Digitizing your time tracking is the quickest win for cost control. GaiaWorks offers precise clock-in methods (GPS, Bluetooth, Face ID) and automatically calculates hours based on your specific pay rules.

  • Zero Calculation Errors: The system handles overtime, breaks, and holiday pay automatically.

  • Real-Time Visibility: Managers can see attendance anomalies instantly, not at the end of the month.

3. Proactively Control Unnecessary Overtime

 

Overtime is a helpful tool for emergencies, but it should never be a standard operating cost. If you are consistently relying on overtime to fill shifts, your scheduling process is broken.

The Solution: Compliance Guardrails

To decrease labor costs effectively, you need a preventative shield. The GaiaWorks Compliance Engine sets hard rules.With the GaiaWorks Compliance Engine, you can set hard rules that flag or block shifts that would trigger overtime pay.

  • Instant Alerts: If a manager tries to assign a shift that pushes an employee into overtime, the system warns them immediately before the cost is incurred.

4. Schedule by Skill, Not Just Availability

 

In manual scheduling, managers often just look for “warm bodies” to fill slots. However, putting a junior employee on a critical task can lead to slower output or quality issues, while putting a senior expert on a basic task is a waste of expensive talent.

The Solution: Skills-Based Scheduling

Optimize your labor spend by ensuring the right person is in the right place. GaiaWorks tracks the Skills & Certificates profile of every employee. The AI scheduling engine then assigns shifts based on proficiency, ensuring your most critical operations are staffed by your most capable people.

Real-World Impact: A global FMCG leader saw a 20% increase in productivity and a 50% reduction in quality errors simply by implementing skills-based scheduling.

5. Reduce the Hidden Cost of High Turnover

 

Recruiting, onboarding, and training a new frontline employee is expensive. The primary driver of turnover? Inflexible, unpredictable schedules that make employees feel like they have no control over their lives.

The Solution: Employee Empowerment Tools

Give your team flexibility, and they will reward you with loyalty. The GaiaWorks Mobile App empowers employees to:

  • View schedules in real-time.

  • Swap shifts with qualified colleagues autonomously.

  • Request time off easily.

When employees have control over their work-life balance, satisfaction goes up, and costly turnover goes down.

 

The Smart Way to Decrease Labor Costs

 

Controlling labor costs isn’t about squeezing your workforce; it’s about eliminating waste. By moving from reactive, manual processes to a proactive, AI-driven WFM strategy, you build a leaner, more profitable, and more resilient business.

Are you ready to stop guessing and start optimizing? Schedule a personalized demo with our experts today to discover how GaiaWorks can transform your workforce efficiency.

 

 

Employee Scheduling: 5 Ways to Make it Easier & Profitable

Employee Scheduling: 5 Ways to Make it Easier & Profitable

Let’s be honest: for most managers, employee scheduling is a headache. It’s a hard puzzle. You have to balance business needs, employee availability, and last-minute changes. Plus, you’re trying to keep everyone happy.
Too often, it feels like a thankless task. It pulls you away from what you should be doing. For example, leading your team and growing the business.
But what if your employee scheduling software wasn’t just a chore? What if it was a strategic tool? You could use it to cut costs, boost productivity, and build a happier, more stable team.
It can be. The secret isn’t working harder on spreadsheets. Instead, it’s about working smarter with the right tools. This guide will make your employee scheduling easier by focusing on the features that matter.
intlliegent 8n 1

1. Stop Guessing, Start Forecasting with Data

The biggest flaw in manual employee scheduling is that it’s based on guesswork. For example, you look at last week’s schedule, remember it was busy on Friday, and hope for the best. This often leads to being overstaffed during quiet periods (wasting money). Or, it leaves you understaffed during a rush (stressing out your team and losing sales).
The Fix: Use an AI-Powered Forecasting Engine
A smart scheduling platform does this automatically. The GaiaWorks Algorithm Cloud acts as your forecasting engine.
  • How it Works: The platform analyzes your historical business data. This includes sales figures, customer traffic, or production orders. Additionally, it considers external factors like weather or holidays. This helps generate a highly accurate Business Forecast.
  • The Feature in Action: You start with a clear, data-backed plan. You know exactly how many people you need for each 15-minute interval. As a result, your roster management transforms from a guess into a proactive, data-driven plan.

2. Match the Right Skills to the Right Shift

Having enough people on the floor is only half the battle. You need the right people, with the right skills, doing the right jobs. Manually tracking this for your employee scheduling is nearly impossible at scale. Furthermore, it leads to costly mistakes.
The Fix: Automate Skills-Based Assignments.
The GaiaWorks platform allows you to move beyond simple availability and schedule based on capability.
  • How it Works: Within the system, you can tag employees with specific Skills & Certificates.This could be anything from “Forklift Certified” in a warehouse to “Product Expert” in a retail store.
  • The Feature in Action: When the AI builds the schedule, it doesn’t just fill a slot. Instead, it intelligently finds the best person for that shift’s specific needs. This ensures your most critical roles are always covered by qualified staff. This single feature has a massive impact. In fact, Nestlé used this approach with GaiaWorks. It led to a 20% increase in productivity and a 50% reduction in human-error-related quality issues.

3. Give Your Employees Flexibility (Without Creating Chaos)

Today’s employees expect flexibility. A rigid, top-down schedule is a primary cause of burnout and high turnover. But, managing shift swaps and time-off requests via text messages is a recipe for chaos.
The Fix: Empower Your Team with a Self-Service Mobile App.
The GaiaWorks mobile app gives your employees a direct line to their schedule, fostering a sense of ownership and respect.
  • How it Works: The app provides a central hub for all scheduling communication. Employees can see their shifts in real-time, get notified of changes, and manage their own availability.
  • The Feature in Action: For example, an employee needs to swap a shift. Instead of calling you, they open the app and request a swap. The system automatically shows the request only to other employees who have the right skills and won’t go into overtime. You simply get a notification to approve the pre-vetted swap with one click. Amazingly, this process can be done in as little as 10 seconds.

4. Make Employee Scheduling Compliance Effortless and Automatic

Labor laws are complex. Plus, they are constantly changing. Manually tracking overtime limits, mandated breaks, and fair work week rules is a massive compliance risk. This can lead to expensive fines and legal trouble.
The Fix: Use a System with Built-in Compliance Guardrails.
The GaiaWorks platform has a powerful Compliance Assistance engine built-in, acting as your automated legal expert.
  • How it Works: You configure the system with your specific national, regional, and company labor rules.
  • The Feature in Action: As the schedule is being created, the system automatically monitors for violations in real-time. For instance, if a manager tries to make a manual change, they get an alert. It might say, “This change will put this employee into overtime.” This prevents a costly mistake before it ever happens.

5. Connect Your Employee Scheduling to Your Bottom Line

Ultimately, your schedule is one of the most powerful levers you have for controlling your biggest variable cost: labor. A well-built schedule can directly increase profitability.
The Fix: Schedule Against a Specific Business Target.
GaiaWorks allows you to align your labor optimization efforts with your financial goals.
  • How it Works: The platform includes an Optimization Target feature. Before running the schedule, you tell the AI what your primary goal is. For example, “Cost Saving”.
  • The Feature in Action: The algorithm will then prioritize that goal, intelligently building the most cost-effective schedule possible that still meets your business demand and compliance rules. The results are significant:
    • Swire Coca-Cola used smarter scheduling to enable labor sharing across 6 production lines, resulting in a 2% increase in overall production capacity.
    • A global fast-food chain cut its weekly scheduling time from 8 hours to 2 and is projected to save an estimated ¥100 million RMB (approx. $14M USD) annually in labor costs.

It’s Time for Smarter Employee Scheduling

Moving away from manual employee scheduling isn’t just about saving a few hours a week. Instead, it’s about making a fundamental shift. You can move from a reactive chore to a proactive, strategic advantage.
By leveraging the right automated scheduling tools, you can build better schedules. These schedules meet your business needs and create a fairer, more flexible environment for your employees. Finally, the result is a more resilient, more profitable operation.
Ready to see the difference for yourself?(/request-demo) to learn how GaiaWorks can turn your biggest scheduling challenges into your greatest strengths.

 

GaiaWorks and DynaSys successfully hosted SAP SuccessFactors Day

GaiaWorks and DynaSys successfully hosted SAP SuccessFactors Day

Recently, the SAP SuccessFactors Day event, organized by DynaSys and co-hosted by GaiaWorks, was successfully held at the Peninsula Hotel in Hong Kong. The event aimed to share employee experience and workforce management solutions for enterprises in Hong Kong, using industry benchmark cases as guides to help enterprise customers better formulate human resource management strategies in the global market. The event attracted nearly 80 enterprise executives, decision-makers, and industry experts to participate.

DynaSys, as the only SAP Platinum Partner and an outstanding system integrator in HK, has assisted numerous enterprises in Hong Kong in delivering SAP SuccessFactors employee experience management solutions.

The SAP & Gaia Full-Process Workforce Management Cloud Solution is a globally certified SAP-Qualified Partner – Packaged Solution. Nearly 50 enterprises from high-end manufacturing, chain retail, and modern service industries choose to adopt the combination of Gaia WFM and SAP SuccessFactors, and achieve tangible results. The core workforce cloud products of GaiaWorks, including rostering, time & attendance, incentive compensation, etc., have officially been listed on the SAP Store since April 2022, as an extension solution based on the SAP BTP platform and pre-integrated with SuccessFactors, achieving seamless integration between the two systems. From SAP SuccessFactors’ powerful core foundation and unique talent management capabilities to GaiaWorks’ accurate labor settlement (time, commission, tax) capabilities, the two complement each other, covering the entire process of human resource management, helping enterprises optimize operational efficiency and enhance organizational capabilities.

At the event, GaiaWorks shared solutions to help global enterprises to solve complex workforce management issues and improve productivity, showcasing successful case studies and experiences in overseas markets.

640

Alex Chang, Co-founder and GM of the International Business, and Ronnie Sung, Managing Director of DynaSys, signed a memorandum of cooperation to expand workforce management solutions in the Hong Kong market.

The cooperation with DynaSys is an important milestone in GaiaWorks’ overseas market development. In the future, both parties will further integrate resources, using Hong Kong as a pillar to cover the Asia-Pacific region, provide customers with better employee experience and workforce management cloud service, to achieve excellent management results. At the same time, through deep cooperation in technology and business domains, GaiaWorks and DynaSys will continuously promote innovation and development of talent management solutions, help enterprises implement sustainable development and achieve strategic goals.

GaiaWorks will continue to strengthen strategic cooperation with globally renowned enterprises to provide higher quality solutions and services, helping more enterprises achieve success.

In recent years, while maintaining its leading position in the domestic market, GaiaWorks has been actively expanding its presence in overseas markets and exporting China’s best labor management practices to other countries. Currently, GaiaWorks serves 1,700+ organisations with more than 6 million employees in 24 countries and regions.

About DynaSys

DynaSys is a system integrator, and mainly provides business applications and services to customers. DynaSys offers 1-stop shop solutions and services in HR solutions to large, medium, and small enterprises since 2008. Our customers include multinational corporations and local companies in various industries ranging from Manufacturing, Wholesale & Retail, Entertainment & Hospitality, Property Management, Engineering & Construction, Utilities, Government and Higher Education sectors.

Our certified staffs provide professional consulting, support, and managed services to customers. We also commit to develop cutting-edge enterprise cloud and mobile applications to empower our customer’s business with more diversity and mobility.

About GaiaWorks

GaiaWorks is a leading SaaS provider of workforce management solutions. Headquartered in Suzhou, China, GaiaWorks serves 1,700+ organisations with more than 6 million employees in 24 countries and regions. Backed by top-tier investors such as  GGV, Warburg Pincus, Tiger Global, Tencent, Matrix Partners, EDBI, etc., GaiaWorks has over 14 years of experience helping companies optimize their workforce.With GaiaWorks, organisations are able to streamline their workforce management, reduce labor costs, improve productivity, and increase employee satisfaction.