The Spreadsheet Problem
We get it—Excel is familiar, flexible, and "free" (if you're already paying for Office). Many contact centers start with spreadsheets for scheduling and forecasting. But as you grow beyond 15-20 agents, the cracks show:
Manual Errors
One wrong formula breaks everything. No validation, no error checking.
Hours of Work
Creating weekly schedules takes 4-8 hours. Changes require starting over.
Single Point of Failure
Only one person knows "the spreadsheet." When they leave, chaos.
No AI Forecasting
You're guessing based on last week. No pattern detection, no seasonality handling.
Key Takeaway
Spreadsheets work until they don't. PlanXpress gives you AI-powered forecasting, automatic scheduling, and error-free operations—for just $199/month.
Feature Comparison
| Capability | PlanXpress | Excel Spreadsheets |
|---|
| AI-Powered Forecasting |
Yes, 95%+ accuracy |
No (manual guessing) |
| Automatic Schedule Generation |
One-click generation |
Manual, hours of work |
| Erlang Staffing Calculations |
Built-in |
Complex formulas (error-prone) |
| Multi-Skill Support |
Native |
Extremely complex |
| Version Control |
Full history |
"Schedule_v3_FINAL_v2.xlsx" |
| Collaboration |
Multi-user, real-time |
One file, one person |
| Error Prevention |
Built-in validation |
Formulas break silently |
| Scenario Planning |
"What-if" simulator |
Manual, slow |
| Time to Schedule |
Minutes |
4-8 hours |
| Cost |
$199+/month |
"Free" (hidden costs) |
The True Cost of Spreadsheets
Spreadsheets seem free, but they cost you in ways you might not realize:
Hidden Costs of Excel WFM
- Time: 4-8 hours weekly building schedules = $200-400/week in labor
- Errors: Overstaffing costs 10-20% more than needed; understaffing tanks service levels
- Turnover: When "the spreadsheet person" leaves, you're scrambling
- Opportunity Cost: Your WFM person could be improving operations, not wrestling with formulas
PlanXpress Investment
- Starter: $199/month = $2,388/year
- Saves 4+ hours weekly = $10,000+/year in labor
- Better forecasting = 5-15% staffing optimization
- Net ROI: 3-5x within first year
ROI Example
A 25-agent contact center spending 6 hours/week on spreadsheet scheduling (@ $25/hr) spends $7,800/year on manual WFM. PlanXpress Starter at $2,388/year saves $5,400+ annually—plus better accuracy.
Easy Migration from Spreadsheets
Already have data in Excel? Perfect—PlanXpress uses XLSX as its native import format:
- Export your historical data — Call volumes, handle times, whatever you have
- Upload to PlanXpress — Our AI analyzes patterns automatically
- Get your first forecast — Usually within 30 minutes of signing up
- Generate schedules — One click, optimized for your service level targets
No complex data migration. No consultants. Just upload your existing spreadsheets and go.
When to Make the Switch
Keep Using Spreadsheets if:
- You have fewer than 10 agents
- Your scheduling is dead simple (same shifts, same people)
- Someone loves maintaining the spreadsheet (and will never leave)
- You don't care about forecast accuracy
Upgrade to PlanXpress if:
- You have 15+ agents and growing
- Scheduling takes multiple hours every week
- You've had errors that caused staffing problems
- You want AI-powered forecasting, not guessing
- Multiple people need to access and update schedules
Frequently Asked Questions
Can I keep using my existing data from Excel?
Yes! PlanXpress imports XLSX files directly. Your historical data becomes the foundation for AI-powered forecasting. No data loss, no starting over.
How long does it take to set up?
Most teams upload their data and generate their first forecast within 30-60 minutes of signing up. Full rollout to replace spreadsheets typically takes 1-2 weeks.
What if I need to export data back to Excel?
PlanXpress exports schedules, forecasts, and reports to XLSX format. Your data is never locked in.
Is $199/month worth it for a small team?
If scheduling takes 4+ hours weekly and you have 15+ agents, the time savings alone pay for PlanXpress. Add in better accuracy and fewer errors, and it's a clear win.
Graduate from Spreadsheets
Start your 14-day free trial today. Import your Excel data and see AI-powered WFM in action. No credit card required.