Tool Station

How we helped Toolstation manage its rapid UK expansion


Toolstation is one of Britain’s fastest growing suppliers of tools, accessories and building supplies to the trade, home improvers, and self-builders. In 2016,  the firm win the ‘Which?’ Award for Retailer  of Year, beating off competition from high street giants including John Lewis.


The Problem

Following its establishment in 2003, Toolstation has undergone a rapid expansion. It now operates across over 280 retail sites, 3 distribution centres, a call centre and a head office. With a workforce of more than 3000 employees, manual time sheets were, therefore, becoming unmanageable. Not only was it incredibly time-consuming, but it also opened up the business to a human error and lost or damaged paperwork.
Most of all, Toolstation needed a solution that would cut down admin time processing time sheets while improving the accuracy of the data collected. 

The Solution

Toolstation implemented our Intelligent Time (iTime) software, to be used by all employees across all sites and retail shops. With our scalable solution, Toolstation now has the support in place to assist their rapid growth. In addition, due to the ease of use and installation of iTime, Toolstation’s system administrators can now train new employees and set up new sites when required.

Toolstation installed the user-friendly and quick to install PayMate terminals in of their retail units. As a result, the business now has a consistent way of measuring time and attendance. Working with a simple “in/out” interface, employees can quickly log their hours at the start and end of shifts. Furthermore, to give management and HR more functionality, we set up access to iTime through the existing Citrix system, allowing senior leadership to view and analyse the data more easily.

  “As we have such a large employee base, it’s imperative that our HR department has the ability to accurately monitor absences, holidays and overtime. Capita’s Intelligent Time software captures all this data automatically and ensures all employees, across all sites, are paid as they should be.” Jason Gorin, Director of Hr, Toolstation.

The Benefits

  • Eliminated the need for paper timesheets.
  • Created one central database.
  • Improved absence management.
  • Eliminated payroll errors, resulting in accurate pay for all employees.
  • Significant reduction in administration hours and costs.

Download the case study here