Rostering made easy – employees electronically confirming scheduling availability

Posted on: October 14, 2014 | Categories: StaffRosters Blog

Not that long ago we called employees to confirm a shift or roster or schedule. We would pick up the phone and make the calls. With 100 people in your business often this would mean calling as many as 10 to 16 people to fill changes. Come forward to today and after you publish your shift employees can now confirm that they can take the shift or that they are unavailable.

Even before you publish your shift employees can advise electronically availability giving you the power to only select available staff without even thinking about it. Many companies create the roster or the schedule post onto website, spreadsheet or print and put on the wall. What is missing from this process is the confirmation from the employee that they can do all the shifts you have allocated in the schedule.

Giving employees the ability to confirm they can work the shifts allocated in the schedule give you 100% visibility on what is happening with your staff across the entire operation no matter how many locations you have to manage.

As soon as an employee indicates electronically they cannot do one or more of the shifts allocated you can make these shifts open for the keenest employees to pick up some more hours. I wrote recently about open shifts.

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While we prefer employees to sign in with a smart device you can still sign in and out at a PC

While we prefer employees to sign in with a smart device you can still sign in and out at a PC. Some advantages of employees signing in and out through smart devices for time and attendance include…

How can employees sign in?

iPhone or Android – when employees sign in and out you can capture the GPS position of the employee and place a pin on a map on the employee time sheet.
iPad – when utilising an iPad as a kiosk for groups of employees to sign in and out you can turn on a feature to take a photo of each employee when they sign in and out with the photo going onto the employee time sheet.

As companies become larger in the number of locations the cost of any time and attendance system increases significantly when trying to implement hardware.

With 50 locations hardware costs can vary from $50,000 to $100,000 for biometric hardware including installation and cabling
With 50 locations hardware costs can vary from $25,000 to $50,000 for most other hardware choices like pin number and proximity including installation and cabling

You can completely remove the cost of hardware and give more functionality than a biometric time clock improving company efficiency simply by allowing employees to sign in and out via a PC.

Managers can manage employees, approve leave, build and adjust schedules and much more. Employees can sign in and out, apply for leave, advise future unavailability and more

Watch a very short video on how an employee can sign in at a PC completing removing the costs of hardware.

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What is an Employee Roster?

Posted on: October 1, 2014 | Categories: rostering Rostering Demonstration scheduling StaffRosters Blog

Regardless of how small your team is, a staff roster is crucial to the running operations of your business. Without rosters, confusion would arise as staff would constantly arrive and leave whenever they please, shifts would remain uncovered and there would be no indication of how long a staff member worked.

If you use a simple paper time sheet currently we all know the times written down are not the actual times. As soon as an employee is late when using paper time sheets they will write down the start time of the shift not the actual time. If the shift starts at 8:00 and the employee arrives at 8:06 they should write down 8:06 but we all know the majority of employees given the freedom will simply write 8:00

A roster puts your business in order, but instead of using an out-dated technique such as manual time sheets, there is now a simpler and faster way to prepare a staff schedule. Staff Rosters has discovered the web based rostering solution to solve the hundreds of problems Australian businesses encounter every day.

 Online rostering is a simple and straightforward web-application

Online rostering is effective, time-saving and beneficial to all involved. All changes can be emailed, sent via SMS or sent completely free with the free employee staff rosters app available on iPhone and Android to alert staff of any last minute changes or annual leave approval, and these rosters are environmentally friendly. If you have ever had to print out a new roster after every change you make, you will understand how much you will benefit from just a click of the button to change what you have originally written, saving you paper expenses and time.

Imagine the employees having the roster delivered to their own mobile phone, syncing automatically with their calendar taking into account availability.

Staff Rosters provides a roster template for all clients to revolutionise the way your business manages their staff roster. From comparing rosters against the previous week to easily viewing daily, weekly and monthly costings, there has never been a better way to schedule your staff’s time and attendance. For more information regarding online rostering, start a 30 day trial and we will book in a training session or book in a demonstration

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Rostering made easy – Sharing open shifts for your staff to fill

Rostering has come a long way, the days of spreadsheets and pen and paper should be long gone. Today you can now communicate with your staff electronically giving your employees the power to communicate back electronically saving you the business owner or manager or supervisor hours every week.

What is an open shift?

An open shift allows a manager to offer the shift to any available and appropriately trained employee who works in the location. Creating an open shift will send an invitation via email or SMS to all recommended staff members, offering them the shift. The first employee to accept their invitation will be rostered to the shift, and any attempt by another staff member to accept a shift will be denied. This can be advantageous for a manager looking to rapidly fill a number of shifts, or to fill a particular shift as quickly as possible if an employee calls in sick with no warning.

Introducing Open Shifts/Schedules

Open shifts or schedules allow you the supervisor, manager or business owner to create schedules with start and finish times leaving it up to employees to grab the available schedules. No more chasing people to fill positions.

Once you create the open schedule any employee or casual or contractor that is suitably qualified to take the open shift can claim the shift right from their own smart phone. Perfect for businesses that use a lot of casuals, uni students and the like. Simply create the shifts you want employees to fill and they will be filled.

open shifts

Employees simply claim the open shifts they want that they are qualified to take as soon as the email arrives

Email open shift alert

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Try staff rosters for free and start working smarter in your business

Need easy to use rostering with powerful employee communication?

Rostering systems over the past 3-4 years have really evolved with access to the internet now in the hands of nearly every working employee. Smart phone sales have rocketed over the past 7 years around the world.

Inline with smart phone sales has been the massive growth of apps. You can find an app for just about anything you can think of. The cleverest of apps for employee scheduling includes the ability not only for the employee to start and stop a shift. Employee scheduling apps have come a long way now giving the ability to put the employee roster directly onto the employee phone weeks in advance. Employees can now sync their smart device calendar to receive their schedule automatically populating the employee calendar with the shifts they need to work over the coming period.


This type of clever technology would have really helped Starbucks recently where it became clear over 130,000 employees were mostly kept in the dark about upcoming schedules. Starbucks have this week made an announcement that they will post the employee schedule at least one week in advance…….wow would you be happy with this, so for ever Starbucks have been making it very difficult for employees to know what they are doing next week.

With the busy lives we all lead today, millions of casual workers who in many cases may have more than 1 casual job need visibility about the workload they have. Being casual is tough, you don’t even know if you are working tomorrow sometimes and in many cases have no idea if you are working next week.

Don’t let your company become main news across websites around the world.

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