About Vårdväskan (Color4Care)
Vårdväskan is all about bringing personality and color to the world of healthcare and social care. Since 2011, they’ve been on a mission to make workwear more fun and personal, offering customizable uniforms and accessories that help professionals express themselves on the job. Internationally, Vårdväskan is known as Color4Care.
With a growing product range and an increasing focus on B2B sales, Vårdväskan needed a smarter way to manage their warehouse and keep up with demand—leading them to search for the perfect WMS solution.
"As Head of Logistics I should be more strategic. Instead, [Before Bitlog WMS] I was day-to-day. I was managing people and I was telling them what they should be doing."Iain Wilson, Head of Logistics, Vårdväskan |
InstallationLocationFalkenberg, Sweden |
In this videoIain Wilson René Schärfer |
Challenges before a warehouse management system
Before implementing Bitlog WMS, Vårdväskan faced several operational inefficiencies, including:
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Manual processes
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Limited flexibility
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Problem-solving bottlenecks
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High-pressure periods were chaotic
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Delayed shipments
The Vårdväskan warehouse used to operate in traditional manner, heavily dependent on pen and paper, which slowed processes and occasionally caused minor issues. Without automation, maintaining smooth and precise operations was challenging.
Iain Wilson, Head of Logistics at Vårdväskan, describes the warehouse management as time-consuming, frustrating, and slow:
"The challenge we had before we introduced Bitlog was that it was a very manual process. Everything was on pen and paper, and any issues had to be dealt with one by one. Problem-solving was difficult, and there was a lot of frustration."
Additionally, planning was inflexible, requiring tasks to be predetermined, which left little room for adjustments throughout the day, often resulting in missed opportunities for improvement. Problem-solving was cumbersome as issues needed managerial intervention, causing delays and friction among the team.
During peak seasons, such as Black Week, the warehouse team had to bring in as many extra hands as possible to keep up with demand, with little visibility into real-time operations. This lack of structure made it difficult to scale and required constant supervision from logistics managers.
Iain explains how he had to be involved in all decision-making:
Before [Bitlog WMS] I was always involved in every decision, every issue, and every problem that was coming along. As Head of Logistics I should be more strategic. Instead, I was day-to-day. I was managing people and I was telling them what they should be doing, when, and so it was, you know... the opportunity to really take the role forward wasn't there."
Photo: Trolleys with Vårdväskans iconic pink parcels.
Solution: implementing Bitlog WMS
Vårdväskan realized they needed to upgrade to a modern WMS that could eliminate their manual processes and provide real-time visibility into warehouse operations. After evaluating different options, they chose Bitlog WMS due to its user-friendly interface and warehouse-first design.
The process included:
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Live demonstrations: Employees quickly saw the value of Bitlog WMS and how it would streamline their daily tasks.
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Real-time access: The system was integrated with iPhones, allowing employees to track inventory, resolve issues, and complete tasks on the go.*
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Reduced dependency on management: Employees no longer needed constant guidance, as they could access all necessary information directly from the system.
"The thing that really sold it for me in the first place was that it was a bottom-up system—it seemed to have been built from the point of view of the person working in the warehouse," Iain says.
The goal was to eliminate manual processes, increase efficiency, and empower employees to work more independently—all of which Bitlog delivered. Iain says that once the cost analysis was completed, the decision to move forward with Bitlog WMS was easy.
*The Bitlog WMS software is compatible with all operating systems.
Photo 1: Vårdväskans warehouse. Photo 2: Vårdväskans iconic pink delivery boxes. Photo 3: Products on display at the entrance of warehouse. Photo 4: Trolley on which Vårdväskan picks 60+ orders simulaneously.
Results after digitizing the warehouse processes
Since implementing Bitlog WMS, Vårdväskan has seen significant improvements in efficiency, accuracy, and warehouse management. The ability to track inventory and orders in real time has empowered warehouse staff, reducing the dependency on managers for problem-solving.
The implementation of Bitlog WMS has led to significant improvements for Vårdväskan's warehouse, including:
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Time savings: Inbound processing became more efficient. It used to need 1.5 full-time employees, but now it requires less than one, resulting in an efficiency gain of over 30%.
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Improved accuracy: Barcode scanning eliminated human errors, leading to minimal inventory adjustments. If an adjustment is needed, the system makes it easy to track when, where, and why it occurred.
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Empowered employees: Warehouse staff can now resolve issues independently, without waiting for managerial approval.
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Scalability: Bitlog WMS supports Vårdväskan’s growth, ensuring the system will continue to meet their needs as they expand.
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More strategic leadership: The logistics manager can now focus on strategic improvements rather than being tied up in daily operations.
"With everyone having the system in their hands on an iPhone, they have all the information they need. They can fix problems straight away—they don’t need to come to me or walk off to a computer," says Iain.
One of the biggest wins has been in the inbound process. Previously, receiving and processing deliveries was slow and inefficient. With Bitlog WMS, the process has been streamlined, allowing the team to work faster with fewer resources.
René Schärfer, Inbound Manager at Vårdväskan explains:
"The biggest thing for us was the time that we’ve saved within the inbound area. Before Bitlog, we needed one and a half full-time employees. Now, it’s less than one—that’s been a huge saving."
Additionally, accuracy in inventory management has improved drastically. By eliminating pen and paper and integrating barcode scanning, errors have been minimized, and inventory adjustments are now rare. Iain says:
"We do regular inventories, and the adjustments are minimal. If there are adjustments, it’s very easy to trace them back and see what happened, when, and where."
By implementing Bitlog WMS, Vårdväskan has transformed its warehouse operations, empowered employees, and created a scalable solution that will support their growth in the years to come.
"I recommend Bitlog WMS because the system is reliable and responsive, and the support we get from Bitlog is very good. They are customer-focused, so if we have ideas they are open to them."Iain Wilson, Head of Logistics, Vårdväskan |
Why Vårdväskan Recommends Bitlog WMS
The team at Vårdväskan highlight three key reasons why they would recommend Bitlog WMS it to others:
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Reliability and responsiveness: The system performs consistently and adapts to their needs.
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Exceptional customer support: Bitlog’s team is customer-focused and open to feedback, continuously improving the system based on client input.
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Efficiency, accuracy, and scalability: With Bitlog, Vårdväskan has not only optimized their current operations but also positioned themselves for future success.
Iain says:
"I recommend Bitlog WMS because the system is reliable and responsive, and the support we get from Bitlog is very good. They are customer-focused, so if we have ideas they are open to them. There is an understanding of our business needs and we can work on them together to produce the results we want."
He continues and concludes:
"[Bitlog WMS] frees up my time, and the team's time, and allows us to get more involved in the wider business and feel more part of the Vårdväskan family. It's all there if we want to grow—which we do."
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