Smart Scheduler

In this video, Louwis Venter from Wild Tech demonstrates Smart Scheduler, the latest invention from the Wild Tech innovation hub. Built for professional services organisations that have outgrown whiteboard-style resource planning, Smart Scheduler uses AI to match people to projects, automate allocations, and track utilisation across regions, technologies, and skill sets, turning hours of manual scheduling into minutes.

Key learnings

• AI allocation from roles, skills, and CVs: Smart Scheduler builds a skills profile for every resource by ingesting their CV and marrying it up with industry experience and related skills. The AI does the grunt work up front. When a project is ingested (from your CRM, ERP, or a simple upload), the AI reads the phases, budgets, and required roles, then allocates the best-matched people automatically. The allocation logic is fully definable, down to a custom prompt per project, so a tester is never booked before development is done.
• One interactive board for planned and confirmed time: Project and resource views show planned versus locked-in schedules side by side, with colour coding for non-billable, sales, R&D, training, admin, and leave. Project managers approve time to control spend and burn rate, drag bookings between resources on the interactive board, and get automatic notifications when a project is over budget or a person is over-resourced.
• From timesheets to forward-looking utilisation: Approved allocations flow straight into each person’s timesheet for customer sign-off, and posted entries update the project schedule in real time. The result is a forward and backward view of utilisation: burn on every project, billable versus R&D and admin time, and department-level tracking, with a deep analysis available in seconds. For distributed teams, the AI will even find an available person with the right skills in another division before you go and hire someone else.