Case Study
Workforce Transparency & Cost Optimization with We360.ai
CXOs are being lied to. Managers hide inefficiency. HR wastes millions on useless training.
Akumin delivers patient-centered diagnostic imaging and radiation therapy through a nationwide network of outpatient centers, mobile imaging services, and AXIS relocatable clinics in partnership with 800+ healthcare providers.
Company
akumin
Industry
Healthcare
Employees
3000
Location
USA, Delaware
Work Model
Setup
Multiple centers and portals where We360.ai is deployed
We360.ai Version
Challenges
Akumin initially used We360.ai to track activity and productivity, but they struggled to get true visibility across teams due to:
Lack of Transparent Time Tracking
- Employees were categorized in Workday as Exempt and Non-Exempt.
- Exempt employees: Time tracked automatically unless leave was applied.
- Non-Exempt employees: Required to manually log work hours and leaves.
Multiple Work Schedules & Rules
Workday had several hour-based categorizations:
- Contractual employees - 40 hours/week
- Interns - 20 hours/week
- And many more variations
Because of this, HR teams lacked a unified, accurate view of real productivity.
High Overtime Payout Exposure
If employees did not mark leave properly, Workday automatically counted excess hours making them eligible for overtime even when the actual device activity didn’t match. This caused unnecessary and incorrect overtime payments, pushing up operational costs.
Solutions
To help Akumin achieve real transparency without changing their Workday processes, We360.ai built a powerful custom integration:
API Integration with Workday
Implemented modern architecture with optimized code splitting, lazy loading, and CDN integration to achieve 3x faster load times.
- Pulled real-time data from Workday
- Combined it with device-based activity tracked by We360.ai
- Built a dedicated integration dashboard with custom rules
Smart Rules to Validate Actual Working Hours
Each day’s Workday logged hours were compared with We360.ai’s active hours (laptop usage, productivity metrics, activity time, etc.).
Rule 1: Mark as ‘Day Off’ (<25% match)If Workday hours vs. We360.ai active hours were less than 25%, - The system marked the employee as Day Off. This prevented unnecessary full-day salary payouts when the employee was not actually working.
Rule 2: Mark as ‘Red’ (40% match)If the match was around 40%, - The employee was flagged RED. They had worked minimally and could be:
- Motivated
- Reassigned more tasks
- Provided performance support
Rule 3: Overtime Eligibility (>125% match)If We360.ai active time exceeded logged hours by 125% or more,
- The employee was flagged as Eligible for Overtime.
This helped HR identify true high performers who deserved compensation.
Custom Rule Engine for Multiple Scenarios
Akumin and We360.ai together created 8 custom rule scenarios, covering:
- Identifying overworked employees
- Identifying underworked employees
- Validating leave accuracy
- Detecting misuse of automatic logging
- Monitoring bandwidth availability
- Weekly overtime comparison reports
- Productivity benchmarking
- Accurate billable hours management
Results
Measurable outcomes that demonstrate the impact of our solutions
Massive Cost Savings
With better visibility, Akumin could finally prevent incorrect salary payouts.
A simple example:
- If even 2 incorrect present days per employee were corrected:
- 3,100 employees × 2 days = 6,200 days saved
- At a minimum cost of $2 per day,
- 6,200 × $2 = $12,400 saved per month
This is more than the monthly subscription cost of We360.ai.And that’s just one scenario.Since Akumin implemented 8 such scenarios, the savings reached:- $12,400 × 8 = $99,200 saved
No Change Required in Workday
- The entire solution worked on top of Workday,
- No process change
- No operational disruption
- Seamless experience for HR teams - Akumin’s partnership with We360.ai shows how activity intelligence + process integration can transform transparency, optimize workforce utilization, and deliver tangible cost savings at scale.
- This case demonstrates the true power of We360.ai in:
- Enhancing visibility
- Eliminating inefficiencies
- Preventing incorrect payouts
- Supporting better people decisions
Improved Workforce Transparency
- Real-time truth about who worked, how much, and when
- Better insights into productivity and bandwidth
- Faster, evidence-backed HR decisions
More Accurate Overtime Management
- Real overworked employees got recognized and compensated fairly.
- HR could clearly differentiate between:
- True top performers
- Employees who incorrectly appeared active due to auto-logging
Key Takeaways
Key insights on improving productivity, engagement, and workforce efficiency with We360.ai.
