Reasons To Use Employee Scheduling Software

employee scheduling software, shift scheduling, workforce management, Reasons To Use Employee Scheduling SoftwareOne of the keys to a successful business enterprise is employee efficiency. And it all starts with organized and systematic employee scheduling. This is a crucial aspect of any business venture but, unfortunately, one that many entrepreneurs have either failed to recognize or done little about.

Some opt to use spreadsheets for this task, and up to a certain point, these can be useful in getting the basics of the job done. In the long run, though, nothing beats a good work scheduling app in providing a way to organize your workers’ schedules quickly, efficiently, and accurately. Here are the top 5 reasons why every business should make use of scheduling software for its employees. 

Automatic Shift Allocation 

In a manual scheduling process, the shift manager has to spend precious time going through a number of steps just to ensure that there are workers when and where needed. Determining the number of shifts in a given period, establishing how many people are needed per shift, getting the employees’ availability, and finally, matching all this data to come up with the final schedule are only a few of the necessary tasks that the manager or business owner has to undertake. Needless to say, such a process is tedious and prone to errors.

With the help of employee scheduling software, however, all these processes are automated – from the shift details to the allocation of hours to each employee. Even factors like employee type and pay rate are incorporated into the program so that you have a complete overview of how the employees are scheduled for a certain period, without having to go through a series of time-consuming tasks. 

Keep Track of Hours Worked

One of the biggest drawbacks of manual scheduling is that it is difficult to monitor just how many hours every given employee has worked. Some may have logged in too many hours, and others too few. Worse, a number of workers may be rendering unnecessary overtime without your knowledge. This could put your actual operational costs seriously out of sync with your set budget.

The good news is that such a scenario isn’t likely to happen if an employee time clock app is in place. Most programs send prompt notification to the administrator if any employee is trying to log in more hours or has exceeded his allocation. And because the system also records all pertinent information regarding the schedule and the service rendered per employee, no one can dispute the accuracy of the actual hours he or she has worked per week.

Convenient for Staff Requests

Scheduling software also comes in handy when employees change their working days or availability from time to time. With most scheduling programs, an interface is also provided for employees to put in their requests for working (or not working) on particular days or reducing their number of hours temporarily for a day or two. Even if many employees were to do this in a given week, the software can effortlessly and automatically adjust the schedule, saving the shift manager from a major headache.

Accessible Anytime, Anywhere

One common feature of online employee scheduling software is that it is web-based, and therefore accessible from any internet-enabled device. This allows users to simply log in through their home computers to monitor the shifts (for managers), or to get their respective schedules (for employees). Web-based software also makes it easy for administrators to disseminate to employees any changes or updates in the schedule.

Easy Monitoring of Next Schedule 

Any shift manager would know that an organized shift can be thrown into disarray if even one employee fails to turn up for work. While personal emergencies are factors that are beyond the company’s control, what is frustrating is when the worker simply “forgets” his schedule. With online scheduling software, however, the chances of an employee forgetting are drastically reduced because he can easily check when he will be working next. Some scheduling systems even take it a step further and automatically send an email reminder to the employee a few hours before his scheduled shift begins.

As you can see, employee scheduling software is a valuable tool for any business that wants to improve efficiency, reduce costs, and free up valuable time – time that can be used instead on growing the business.

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

Menchie’s

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.

Vastrm

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.

Garmentory

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

Novvia

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.

Story2

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.

CARP

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.

iLoveKickboxing

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.

Techpoint1

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.

Parsaco

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.

Montefiore

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.

TouchSupport

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.