Retail Schedules that Work

Retail Staff Scheduling that Works Shouldn’t Require More Time. Just More Smarts

Retail Schedules that Work, Retail Schedules that WorkKnowing who you’re going to need and when is as important as knowing how much of inventory you’re going to need.

It’s all happening at the same, and very often, we talk to clients who spend no time on managing schedules, and have to blame employees when things don’t go well.

Over-staffing leads to a waste of money but under-staffing loses you customer and sales. Being able to anticipate demand including labor demand is the name of the game in today’s competitive retail environment.

Scheduling breaks automatically and ensuring proper coverage at all times is increasingly left to automated systems that more accurately reflect both the needs and wishes of employees and cover the basics of your operation. For stores and chains with multiple outlets and sales environments, the retail schedules that work are those that are carefully constructed around a given set of rules, and the filled in by the employees themselves.

Retail Schedules that Work as Hard as You Do

6 Points to Consider When Automating Your Retail Scheduling Process

1. Tracking and calibrating specific employee skills is not only important, it’s vital to your overall work scheduling process. Openers, closers and floor managers, among other important roles make your operation smarter, and your scheduling should reflect that. The more of these key roles that can be spelled out, the quicker and better you get qualified people working in every area.

2. Getting control over promotions and other event based tasks that come down from “on high” also needs to be a big part of your scheduling management. How you manage all the tasks necessary for a seasonal event or special should give you a good idea of how to handle any event.

3. Managers need the tools to see that every task is executed across stores and in real time and that sales or floor staff are occupied during non-peak hours. The better the communication between branches and headquarters, the better the trackable data that can improve the entire operation.

4. Don’t forget. The ability to quickly cover unplanned absences with qualified personnel is vital, and comes up again and again. Qualified personnel actually appreciate the opportunity and the trust you place in them.

5.Operations data helps all managers to make more accurate decisions about who and how and where. Analyze all of it and work with a specialist if you’re not sure what you’re seeing. Managing on the fly often requires more mobile decisions and real-time date. Work with it.

6. Freedom for employees can mean more choice, more flexibility and more irregular schedules. But that can all translate into happier more productive employees and better numbers all the way around.

How you manage is up to you. We’re here to help, but these six points should be a good start for getting the process moving in the right direction.

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.