Workforce management
Working hours, shifts, vacations, skills and utilization in one place. Synced with your existing tools like TimeButler.
For agencies with 10–50 employees
The holistic project management system for agencies. 95% automated.
Calm in the chaos: Varis handles everything from first client contact through follow-ups, planning and re-planning to completion. Fully automated. You stay cool.
- 95%
- of PM workflow automated
- < 60s
- from inquiry to scheduled project
- 10–50
- employees – built for agencies
varis.tech
Interactive demo – no login required
The difference
A system. Not a tool.
You just saw it in the demo above: other tools show you who might theoretically be available – you still have to search, compare and assign yourself. Varis detects events automatically, works out the best solution and puts it in front of you for approval.
Live example
Sick-day coverage
How it works with other tools
- You ask in a chat who could take over a task.
- You get a list of possible candidates back.
- You check hours, skills and workload yourself.
- You assign the task manually and hope it fits.
How it works with Varis
- The sick leave lands in your time-tracking tool.
- Varis detects it instantly and checks all capacity.
- The best replacement is calculated – with a reason.
- You confirm with one click. Done.
How it works
From email to finished project.
Three phases – Varis does the work in between.
- 01
Inquiry comes in
The customer email arrives. Varis extracts all project data, creates customer and project in your CRM, and sends missing-info follow-ups automatically.
- 02
Planned automatically
The project is scheduled by skills, availability and speed. When things change, Varis re-plans and notifies everyone involved.
- 03
Transparent to the finish
Progress, KPIs and customer updates run automatically – from kickoff to project end.
Features
What else is inside.
You have seen the automation. This is what makes Varis work day to day – for your whole team.
Integrations with your stack
Connects to ERP, CRM, workforce management and more. Gmail and HubSpot integrations are included out of the box.
Full insight, full control
Every automation step is inspectable: email monitor, logs and rules you define yourself – including blacklists and exclusion patterns.
Analytics without reporting effort
Utilization, planned slots and assignments per day – down to system and cloud costs. Always current, no manual gathering.
Product
A look under the hood
Five views straight from the system – from dashboard to settings. Scroll left and right to explore everything.
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Dashboard
Your starting point: team overview, mail-pipeline health, your plan for the day and the live activity of the whole team – all in real time.
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Resource Planner
Every employee and project on one timeline. Varis schedules assignments automatically – including breaks, blockers and quick actions. You stay in control with a single click.
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Email Monitor
The AI pipeline behind your inbox: incoming mail is classified, labeled and turned into structured inquiries – with full insight into system health, throughput and every processing step.
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Analytics
Active projects, planned slots and assignments per day across any time range – down to system and cloud costs. No manual reporting.
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Settings
Full control: appearance, email rules, exclusion patterns and sender blacklists. You decide what the automation may touch – and what it may not.
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From practice
Built inside an agency. For agencies.
Varis is not a concept – it schedules our own operation every single day. These numbers come live from our system.
- 103
- active projects
- 2,400+
- automatically planned slots
- 31
- employees in the planner
Live numbers from our own operation · as of August 2026
„We built Varis because we were done with manual re-planning ourselves. Today it schedules our own agency – every day. Now we are opening it up to others."
What we keep hearing from agencies
„Our project management eats a full working day every week – just for re-planning and status emails."
„A sick note automatically triggering a finished re-plan was the moment it clicked for me."
„We do not want yet another tool to maintain. We want the work to simply happen."
FAQ
Frequently asked questions
Answered briefly – for everything else, just reach out via the form below.
Who is Varis for?
For agencies with roughly 10 to 50 employees where project management still means a lot of manual work: capturing inquiries, planning, re-planning, communicating status. That is exactly the workflow Varis automates.
Do I stay in control of decisions?
Yes. Varis puts proposals in front of you for approval – you decide whether to assign, re-plan or reject. Rules, exclusion patterns and blacklists additionally define what the automation may touch at all.
Which tools does Varis connect to?
Gmail and HubSpot integrations are included out of the box. Beyond that, ERP, CRM and workforce tools like TimeButler can be connected. Bring your stack to the demo call and we will walk through it.
How does onboarding work?
During the beta we set Varis up together with you – including connecting your mailboxes and tools. The effort depends on your stack; you do not need your own technical team.
What happens to our data?
Your data stays your data and is processed solely to run Varis. You will find the details in our privacy policy – and we are happy to answer every question about it in person.
What does Varis cost?
Pricing will be announced at the official launch. During the closed beta we discuss conditions individually and directly with you.
Ready to automate your project manager?
Varis is currently in a closed beta. Leave your details – we will get back to you personally.
No spam. We only reach out to arrange your access or appointment.