AI scheduling with ScheduleAI Lite saves planners 4-6 hours weekly in a global inspection marketplace

‍THE COMPANY

Background

It’s an international B2B inspection marketplace that links businesses with professional freelance inspectors in over 90 countries. Their platform allows quick matching of clients who require inspection services and certified professionals who are willing to do quality work.

The coordination team manages medium-scale job volumes, matching client requirements with inspector availability, qualifications, and geographic proximity. As the marketplace expanded, the manual coordination of the 850 registered QC companies with 200,000 inspectors that were available became more complex.

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THE CHALLENGE

Manual coordination limited the marketplace’s growth potential

The company's coordination team faced mounting challenges as inspection volume increased across their global network.

Planners spent extensive time manually reviewing inspector qualifications, checking availability, and coordinating job assignments across different time zones and regions. The process involved cross-referencing multiple data sources to match jobs with appropriate inspectors based on location, expertise, and schedule.

Without proper workforce scheduling software or automated scheduling capabilities, manual coordination created several operational bottlenecks:

1. Excessive administrative time spent on repetitive matching tasks instead of strategic coordination
2. Difficulty filling jobs under tight timelines, especially during peak demand periods
3. Limited visibility into inspector availability and qualification gaps across regions
4. Risk of unfilled roles or coverage gaps that could impact client satisfaction

Without an AI scheduling assistant, coordinators struggled to maintain the rapid response times that clients expected from a marketplace platform.

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THE SOLUTION

Lightweight AI assignment tailored for marketplace dynamics

The company implemented ScheduleAI Lite by Checkfirst to support their coordination teams managing medium-scale job volumes.

1. Qualification and availability filters: For every open job, the AI scheduler aptly excluded those inspectors who didn’t match job requirements, certifications, and geographic distances.
2. Intelligent job matching: The combination of the most ideal pairings of inspectors and jobs was done using AI-assisted suggestions, considering the distance, availability, and obtained performance histories.
3. Coverage gap alerts: The scheduling AI tool provided automated notifications that warned coordinators about unfilled roles or potential coverage issues before they became problems.
4. Lightweight infrastructure: The solution wasn’t intrusive as it easily integrated with existing flows without having to make heavy adjustments to the system.

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MEASURABLE RESULTS

From manual coordination to intelligent assignment

The AI schedule maker, ScheduleAI Lite, delivered immediate efficiency gains for the coordination team:

1. 4-6 hours saved per week: Planners could handle larger volumes without additional staff using AI for planning and scheduling.
2. Improved job fill rates: Automated matching increased successful job assignments, especially under tight timelines during peak periods.
3. Enhanced operational oversight: Real-time visibility into inspector availability and job status improved planning and client communication through AI calendar scheduling.
4. Reduced coordination errors: Automated qualification matching eliminated human errors in inspector-job assignments.
5. Better resource utilization: More efficient matching led to improved inspector utilization rates across the global network with AI staff scheduling.

Checkfirst not only provide us with AI but collaborated with us in implementing it in ways that were sensible to our inspectors, clients, and coordinators. Their team is familiar with the pace and requirements of a marketplace model and provided tools that made our workflows faster and smarter and not more complex.

CTO | Internet Marketplace Platform

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QUALITATIVE IMPROVEMENTS

Strategic coordination improvements

The implementation of this AI based scheduling system created valuable improvements throughout the coordination process:

1. Preserved marketplace experience: The lightweight scheduling AI solution improved efficiency without disrupting the seamless user experience expected by clients and inspectors.
2. Improved planner satisfaction: Coordinators could focus on higher-value activities like relationship management and process optimization instead of administrative tasks.
3. Enhanced client service: Faster response times and better job matching improved overall client satisfaction and platform reputation.
4. Scalable operations: The system provided a foundation for handling increased volume without proportional increases in coordination staff.

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LOOKING FORWARD

Enabling strategic growth through intelligent coordination

The successful deployment of ScheduleAI Lite as their primary AI scheduling assistant has positioned the company for continued marketplace expansion:

1. Ability to scale job volumes efficiently without overwhelming coordination teams
2. Foundation for expanding into new geographic markets with confidence in operational capabilities
3. Enhanced data insights for optimizing inspector network management and performance
4. Improved competitive advantage through superior coordination speed and accuracy