Employee Scheduling

What is Employee Scheduling?

What is Employee Scheduling?

Employee Scheduling Software Helps You:

  • Automate the scheduling process
  • Track and manage employee information
  • Decrease missed shifts
  • Increase profits
  • Gain insights into business practices
  • Assist with core HR tasks

Automate the scheduling process

The primary reason for implementing employee scheduling software is to assist with building schedules. For many businesses, scheduling hourly employees can be an incredibly time-consuming process that must be done each week.

In fact, one study reports that managers can spend as many as 12 hours building a schedule each week. By implementing a scheduling program, you can streamline the schedule building process and save both time and money.

Adding a scheduling product to your HR departments arsenal of tools can help to automate and streamline the process of schedule building by completing a variety of tasks. From building schedules to avoiding scheduling employees for overtime hours, a scheduling solution can prove to be a valuable addition to your HR department.Many of these solutions can be set up to build schedules automatically based on prior schedules or by using templates provided by the vendor. Some of the features that can help complete these tasks include:

  • Employee Availability Tracking
  • Schedule Creation
  • Add/Copy Schedules
  • Auto-Scheduling
  • Seasonal Scheduling
  • Schedule Conflict Warning
  • Skills-Based Scheduling

Track and manage employee information

There are a variety of factors that can affect schedule creation, many of which are directly related to your employees. This can include things like employee availability, their status as a full- or part-time employee and their skill level. All of these things need to be accounted for each week when creating a new schedule, and overlooking any of these factors can result in a scheduling crisis.

An automated scheduling tool can track all of these variables and factor them into the schedule each week. This ensures that no employee is scheduled outside of their availability or for more hours than they can work, ensuring that you are always in compliance with labor laws. Many products also provide employee self-service functionalities that allow employees to request time-off through the platform, enabling managers to approve those requests before letting the solution do the work of building the schedule. Some of the system capabilities that assist with this include:

  • Employee Database
  • Employee Availability
  • Skill-Based Scheduling
  • Shift Replacement
  • Position and Department Tracking

Decrease missed shifts

A common complaint of managers is employees missing their scheduled shifts. Especially for businesses that rely on hourly workers for things such as customer service, being short-staffed can be detrimental to business functions. While life often takes us by surprise at inconvenient times, presenting challenges that prevent employees from showing up for their shifts, a scheduling system can help to decrease the frequency of this occurrence.

One of the ways that scheduling products help to decrease missed shifts is by giving employees access to the schedule. Many modern solutions are cloud-based, or at least offer web functionalities, which make it easy for employees to access the schedule from anywhere, including a cell phone. This means that every member of your team will always have access to the most current version of the schedule and can find coverage if they are suddenly unable to make a shift they’re scheduled for. Some of the other tools that help to decrease no-shows include:

  • Shift Replacement
  • Time Tracking
  • News Feed

Increase profits

There are a variety of costs associated with scheduling, with the hours spent building the schedule being just one of them. Streamlining your schedule building process by implementing a software solution will help save your HR managers time, allowing them to focus on more pressing tasks. However, there are plenty of other ways that scheduling programs can help to cut costs as well.

One of the best ways scheduling products can help to foster cost efficiency is by building more effective schedules. By leveraging analytics, many systems can predict what future demand will be like and build schedules accordingly. This means that you won’t be understaffed when business is booming, and you won’t be scheduling workers when you don’t need them.

Gain insights into business practices

An added bonus of software solutions is that many provide reporting and analytic functionalities that help to provide valuable insights into your business practices. Many scheduling systems can track business data to create reports or allow users to generate their own custom reports. For example, by tracking data on labor costs, managers can ensure that they’re meeting goals, and if they aren’t, then they can begin to look for innovative ways to decrease costs.

Assist with core HR tasks

While all systems will have different capabilities, advanced systems will certainly contain features that assist with additional HR tasks. In addition to aiding in building schedules, many systems will also have time tracking tools. This can include functionalities that allow employees to clock in and out for shifts directly through the platform, allowing the solution to generate timesheets. Systems with payroll integrations can then export those timesheets directly to the payroll application seamlessly.

How Do I Select Employee Scheduling Software?

There are a variety of factors you’ll need to consider before selecting which scheduling solution is the best option for your business. You should think about the size of your business and how many employees you’ll need to schedule, how often the schedule needs to be created, and what type of workers you rely on. You’ll also want to be aware of what your price range is and what your time frame for implementing a new system is when you begin narrowing down the list of vendors you like. If this sounds like an arduous task that you’re nervous about undertaking, then consider utilizing your friends here at SelectHub as a resource. We’ve compiled a variety of tools to help guide you through the selection process, including an Employee Scheduling Requirements Checklist and a guide to our top solutions of the year.

Still have questions about which software system is the best fit for your business? We’re happy to help! Contact our team of experts to get your own personalized list of recommendations by sending an email to [email protected] or call us at 877-692-2896 .

Employee Scheduling Resources for Software Selection

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Employee Scheduling articles are written and edited by:

Hunter Lowe

Team Lead Editor and Market Analyst

Hunter Lowe is a Team Lead Editor and Market Analyst at SelectHub. He writes content for Construction, Inventory, Warehouse, and Supply Chain Management.

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Top Open-Source Employee Scheduling Software for 2020

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Employees are a crucial part of your organization. As you continually grow and expand, keeping track of everything from employee’s time to the amount of leave time taken becomes difficult to track. For lower churn rates, you should provide them with robust employee scheduling software. There are quite a few open-source employee scheduling software suites available on the market to get things done efficiently. But before we look at the top performers, let’s look at what employee scheduling software does.

Divya DugarTop Open-Source Employee Scheduling Software for 2020
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The Best Free Scheduling Software in 2020

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Employee scheduling is a vital yet complex task for companies around the world daily. Business managers end up spending a considerable amount of time scheduling their employees instead of handling more important tasks. Any conflicts or last-minute changes can disrupt the whole process, work quality can take a major blow and more hours could be wasted working out the bugs! Instead of punishing yourself with manual scheduling, why not try free scheduling software?

Pragya SinghThe Best Free Scheduling Software in 2020
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Employee Scheduling Software Features And Requirements

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In 2017, 7Shifts reported 2.44 days as the average time in advance a restaurant posts a schedule for employees to view. This common practice of last-minute scheduling interferes with employee work-life balance. As stated in the Economic Policy Institute’s “Irregular Work Scheduling and Its Consequences,” 26 percent of on-call employees and 19 percent of rotating shift employees report “often” experiencing work-family conflict, compared to 11 percent of workers with regular hours. As you can see, proactive scheduling is conducive to employee satisfaction. Facilitate this necessary process by thinking about the employee scheduling software features and requirements that will help you consistently build successful schedules.

Alainia ConradEmployee Scheduling Software Features And Requirements
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Best Employee Scheduling Apps: Selecting the Right Scheduling Product For Your Business

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If you’ve ever had to build a schedule, then you know that the process is more of a marathon than a sprint. Unfortunately, very few of us are prepared to take our schedule creating skills to the HR Olympics. The majority of us still have years of training before we’re ready to bring home a gold medal. What if there was an easier way to take your scheduling building skills to Olympic levels? Luckily, there is. Scheduling software and the best employee scheduling apps can give you the boost you need to feel like a champion.

Mariah HansenBest Employee Scheduling Apps: Selecting the Right Scheduling Product For Your Business
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Cloud Based Employee Scheduling Software: Who Are The Leaders?

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Building a schedule every pay period can be a daunting task. Much like a quarterback preparing to call the next play, you have to be aware of a variety of factors that could affect the final outcome. You must account for individual employee needs and reconcile those with the needs of your business — factors which can be in constant movement. Fortunately, the days of building out a schedule with pen and paper are gone thanks to cloud based employee scheduling software.

In the past, only massive corporations with a big budget could afford to implement employee scheduling software. However, with ever-advancing technology, scheduling products are far more accessible than they have ever been in the past. The rise of cloud-based scheduling systems have led to an increase in software implementation — but why? Let’s start by looking at what scheduling software is, and then assess why you might choose a cloud-based system. Then, we’ll discuss which vendors are leading the industry in the current year.

Mariah HansenCloud Based Employee Scheduling Software: Who Are The Leaders?
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10 Employee Scheduling Tips to Help You Build A Better Schedule

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Schedule building, while an important business function, is a thankless job. You spend hours developing a schedule that works for all of your staff, and at the end of the week, you’re left to do it all over again. The most effective scheduling will work with each employee’s availability, cut down labor costs and reduce absences. There are plenty of employee scheduling tips, tricks, techniques and other scheduling ideas to guide you when it’s time to look at the calendar and assign employees to shifts in conjunction with your employee scheduling software.

Mariah Hansen10 Employee Scheduling Tips to Help You Build A Better Schedule
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