Clever rostering with SMS and email communication with employees

Rostering programs with SMS capability mostly consists of create the roster and publish all the rosters out to employees via SMS. This is where most rostering programs stop today, very clever programs will allow the employee or contractor to reply back and accept the shift via SMS or e-mail giving visibility to the person rostering who is accepting and not accepting shifts.

With live visibility of employees accepting and not accepting scheduled shifts sent out by email or SMS operators can see how quickly shifts are being filled, but what happens when an employee or contractor changes their mind after accepting a shift, how does this get communicated back to the company scheduler. What is required in this situation is the ability for the employee or contractor to change their mind and communicate this change of mind back to the database.

The cleverest of rostering systems today now include apps that can be downloaded to employees smart phone. Employees from their own smart phone can view their roster, see approved time sheets, apply for time off or leave.


The best rostering apps now include management tools for managers in the palm of your hand. Anyone who rosters will know how much work is involved when staff call in sick and you must replace them to ensure the production line continues or to keep the patrons at the hotel happy with short lines when ordering drinks. I had my turn at rostering when working for Weston Bakes Foods many years ago, we always needed an exact amount of people to get all the orders out each morning, we were dealing with fresh cakes that just had to go out on the day they were made to preserve shelf life.

I would have 1 or 2 every night not show up out of a group of about 40 employees, some nights I would be out on the factory floor, get the message of a person calling in sick, then going back to my office to start calling phone numbers of casuals to find a replacement, this could take 5 minutes it could take 35 minutes.

Move forward to today, technology has changed, back then iPhones did not even exist. Today a manager can have all the employee information including schedules in the palm of their hand, you can get the message anywhere that a staff member needs replacing and from your smart phone in minutes you can organise the replacement and then get on with your work.

Wouldn’t it be nice if when an employee or contractor changed their mind after accepting a shift that they could communicate this electronically back to the dataset and in turn the dataset automatically went through the next best available employee or contractor with the correct criteria to fill the vacant shifts, sending out a fresh e-mail or SMS to the next best available employee or contractor…….. wouldn’t this save you some time

The future has all sorts of nice tools coming our way, if you are rostering from a spreadsheet, you should look at this. Rostering for the future

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