10 things your Employee Scheduling Software should be Sending Out

Employee Scheduling Software is working harder than ever, but it’s only to be as effective as what you put into it. Here are ten things you should get out of it.

10 things your Employee Scheduling Software should be doing to make your life easier and your business happier!

Employee Scheduling Software, 10 things your Employee Scheduling Software should be Sending OutLots of workplace improvements make lots of tough-to-keep promises. Your work scheduling app probably offered ease of use, happier employees and lots more easier flextime scheduling, too. Hopefully, you’ve seen all that happen. But lot of managers don’t study automated email management tips the way that people in marketing and communications do. That may be changing, but probably not soon enough.

The point to building and maintaining an automated email system is a lot more than just getting more information in front of your employees. When done properly, you’re working on building a culture of today and one that gets out exactly what it puts into your team or teams. That means, you’re not just sending notes that say “Work today at 4:30” and “Bill called in sick. Who wants another shift?”

Your employee scheduling software also lets you send out messages anytime you want, exactly like the email system you may already be using to target different teams and to make the entire operation more efficient.

In addition to those normal notices, these are ten of the things that should be sent out to make your message clearer, your culture more success-oriented and your productivity skyrocket!

1) Every day is a chance to commit to your brand

Every day that you’re reminding people to show up,  you should also be reminding them why they’re on the team. Not hollow appeals to values that upper management betrays, but real reminders of how the corporate organization adheres to the values that all of you believe in.

2) Continuous Improvement Reminders

Again, you don’t need to be critical. Every work shift should be a chance to – ready – INVITE CRITICISM! That means, every time your new schedule goes out you can remind people that it’s up to them to make things better. The challenge for management to is listen, respond and reward those with the most innovative ideas.

3) Establish, Refine and Clarify Goals

That doesn’t have to mean sales or productivity goals, though those might work as well. But sub-goals and step to step encouragement and acknowledgement are the way to go in your regular and automated emails.

4) Recognize and Acknowledge!

You don’t have to say “You’re doing a great job.” Some acknowledgement and appreciation  means a lot and gives you better results too.

5) Organize

One of the crazy things we learn in automating systems is that lots of businesses are disorganized in all kinds of crazy ways. Sending out regular weekly or bi-weekly emails is a great way to always start planning – and lots of firms find that their schedule mailings work better than the company newsletter.

6) Send productivity notes with your regular mailings

It’s not just “work harder” either. Your teams want to know where the numbers are, what their successes have been, and where they stack up next to everyone else. You can customize notes so that everyone gets all or part of the latest news.

7) Pick Your Culture Up Off the Floor

Seriously. You know that if 1,000 people read this article only ten of them will have the courage to make culture into an issue today in their workplaces. Those are the ten that will succeed too. Most companies run crappy cultures because they are afraid to do something cultural. Slip something important, personal and true into your mailing. 

8) Change the Policies that Do Not Work

Announce them here. Make it matter and tell people why and exactly how the policy was changed.

9) Use Your Regular Mailings to Build Transparency

Numbers, Numbers, Numbers. Employees will take the bad news with the good and if it makes sense to them, then they can give you better numbers. It doesn’t hurt to tell people what numbers, and what they mean or might mean, but the more transparent you can be, the better numbers you’ll see.

10) Engage!

You too! Bored, listless, scheduling and HR manager: Get engaged!

Any automated email is only ever as good as the person setting it up. So don’t send out the same boring list of days and shifts and hours. Make it good. Make it count and what you get back will count for you too. We can hear your eyes rolling, but the problem is, so can the people reading your emails. Remember that.


Karin Jakovljevic

About the author

Karin Jakovljevic

Karin Jakovljevic is the head of marketing at Ximble, a powerful, cloud-based workforce management system, simplifying employee scheduling and time tracking for retailers, restaurants and small businesses.

Success Stories


It was hard to keep Menchie’s young and mostly part-time staff informed about shift changes, until Menchie’s discovered Ximble’s easy-to-use smartphone app.

Fast Fix

Ximble’s easy-to-use scheduling tool allows Fast Fix employees to remotely access shift information, and integrates with their Point of Sale and Payroll systems.

Spry Health

When spreadsheets became too complicated, Spry Health sought simple, cost-effective timekeeping software so they could concentrate on growing their business.

Spirited Gifts

Since switching to Ximble, Spirited Gift no longer struggle with employees turning up at the wrong time, for the wrong shifts.

Re-bath of South Florida

Re-bath required timekeeping software that was simple, flexible, and that could grow with their business.


When they outgrew their own internal system, Vastrm chose Ximble to track their part-time and contracted employees, both in and out of the office.

Excellence Martial Arts

All that Excellence Martial Arts were looking for was basic employee timetracking, with payroll reporting. Ximble’s cost-effective software was the ideal solution.

Collab Inc

Manual timesheets were a poor fit for Collab, and with no easy to feed the data into Gusto they began looking for a viable solution to their scheduling and time tracking headaches.

Carolina Moves

Follow Carolina Moves’ journey as they transitioned from using an archaic time tracking and data entry methods to using something that could optimize their processes and integrate with Gusto.

Bearings Bike Shop

Read how inaccurate time keeping methods forced Bearing Bike Shop to approximate working hours leading to significant losses over the year, until implementing Ximble.

Mermaid Life Chameleon

Needing a simplistic solution to their scheduling and time tracking needs, Mermaid Life didn’t want a solution that would over deliver and overcharge for what they required.

Krein Knives

Outgrowing spreadsheets, Krein Knives now needed a time tracking solution that could accurately track irregular working hours and automate as much of the administrative process as possible.


Looking for automation and simplicity, Garmentory turned towards Ximble in hopes of resolving their time tracking woes.


With their eyes set on rapid growth, Novvia needed to implement a scheduling solution that could effectively scale as the business grew while integrating with the existing payroll system.


Discover how Story2 resolved their time tracking and payroll problems by implementing Ximble into their arsenal of tools and integrating it with their payroll platform, Gusto.

CareCentric Pty Ltd

Spreadsheets lacked the scalability and flexibility that CareCentric Pty Ltd needed as they grew and needed something that would be responsive to their changing needs.

Bou Cou Dancewear

Struggling with varying availability of staff, scheduling for multiple store fronts and managing payroll, Bou Cou Danceware needed a solution to their scheduling and time tracking needs.

Best Pets Veterinary Hospital

Constantly fighting wasted time from data entry errors, outdated methods of scheduling and time tracking were taking their toll. Discover how Ximble helps them overcome their challenges.

Hook SEO

Read how Ximble helped Hook SEO with their time tracking and scheduling problem when they noticed too much time was being wasted on data entry.

National Strategic

After a rapid increase of employees, National Strategic’s dependence on spreadsheets for time tracking was no longer viable. Find out how Ximble solved their problems.

miR Diagnostics

Find out how miR Diagnostics implemented Ximble’s time tracking features for their employees and how it improved their payroll operations through the Gusto integration.

Followell Fotography

Effective time tracking in and out of the office and Gusto integration was important for this photography company. Find out how Ximble stepped up to meet the challenge.


Ximble provided an inexpensive and user friendly solution to CARP’s time tracking and Gusto integration needs. Find what won them over and how it bettered their operations.


Discover how the time tracking and extensive feature of Ximble helped improve ILKB’s operations with the Gusto integrations and ximbleChat platform without breaking the bank.


A tech savvy company that integrates technology into your offices and homes. With their skill and knowledge, they turn your ideas into reality.

Wise Owl Animal Hospital

An animal hospital that combines traditional and modern medicine to provide superior animal care. They raise awareness and provide advice on excellent pet care.

Armstrong Property Management

A property management consulting that specializes in home real-estate. They offer an abundance of services to property owners.


A restaurant consulting company that helps you take your business to the next level. With the best advisors, they can help you expand your business.

Liquid Consulting

A consulting company that strives to become your food processing partner. Comprised of skilled technicians and employees to improve your business.

Alta Animal Hospital

Find out how Alta Animal Hospital do away with printed shift calendars and move to a 100% mobile platform.


Read how Ximble helps Montefiore eliminate the need for multiple spreadsheets and calendars.

Rudy’s Pub & Grill

By utilizing Ximble, Rudy’s Pub & Grill has seen a 60% decrease in missed shift from schedule confusion.


Learn how TouchSupport was able to manage employees at multiple locations with ease and save 8 hours a week by using Ximble.

Try Ximble for 14 days free

No credit card required. Cancel any time.