Guide to Using Employee Scheduling Software

Using employee scheduling software takes the stress out of scheduling

By Angela Roe, Freelance Writer

Action Steps
The best contacts and resources to help you get it done

Consider web-based employee schedule software

Examine the benefits of using a web-based employee schedule software choice. It's not a program that's on your computer system, taking up valuable space; it's accessed through your company's intranet, and all of the technical concerns are someone else's responsibility.

I recommend: Check out eCore Scheduler, a web-based employee scheduling program that allows you to manage time, attendance and payroll. Program Works offers a web-based program that employees can access from their computers.

Opt for user-friendly scheduling employee programs

Shop for scheduling employee programs that are user friendly so your employees can fully use the program with minimal training. Also consider what other programs the software is compatible with. You need to make sure the software you purchase works with the programs you're currently running to avoid issues.

I recommend: CyberShift boasts of its flexibility and handles all types of scheduling, including FMLA. OzGrid is not only easy to use but is also compatible with Microsoft Office products.

Choose labor scheduling software that comes with ongoing technical support

Discuss the amount of on-going technical support you can expect once the software has been purchased and installed. Examine whether the support continues for a specified time period or if you pay extra for service calls. Find out how you are to contact the company in order to receive technical support and also inquire as to how long you'll be expected to wait for a resolution once you do contact them.

I recommend: Kappix has a software program designed to help you successfully manage schedules. The company provides you with ongoing support to guide you through issues, should any arise. TimeCurve Software offers an employee scheduling system as well as ongoing technical support to keep you satisfied with your decision.

Helpful advice for making the most of this Guide

• •  Take advantage of companies that offer personnel schedule software with a free trial offer. Use the free trial period to explore the program and learn what you like and dislike about it to help you make a final decision.

Guide to Employee Scheduling Software and Policies

You have lots of leeway to make rules that work best for your business

By Holly Ocasio Rizzo, Writer and editor, Holly Ocasio Rizzo

1. Cover shifts effectively while minimizing overtime.
2. Keep employees happy – and productive – by accommodating requests such as time off.
3. Stay within the law, insurance rules or union provisions regarding work limits.

Action Steps
The best contacts and resources to help you get it done

Put your employee scheduling policies in writing

A clearly stated employee time schedule policy in the employee handbook keeps everybody on the same page.

I recommend: Business & Legal Reports Inc. offers sample policies on work hours, leaves, absences and other staff scheduling issues.

Know when to bend on employee scheduling

In general, you can set your own staff scheduling policies. However, the Fair Labor Standards Act and the Family and Medical Leave Act establish some work schedule policies you must follow. In addition, states' labor laws vary.

I recommend: The federal Department of Labor gives compliance assistance on many work schedules topics; refer to their links to state labor departments.

Use employee scheduling software

Sure, you can match employees to jobs, ensure shifts are covered and calculate employee costs to manage payroll expenses — but employee scheduling software can do it faster.

I recommend: Try Web-enabled employee scheduling programs at When To Work.com. Get employee scheduling software at Celayix Software and Atlas Business Solutions Inc. Find more employee scheduling software vendors at Business.com.

Move the time clock to the phone or employee scheduling software

Having employees clock in and out by phone or online with employee scheduling sofware allows you to keep accurate records that you can see anytime online.

I recommend: Try the Chronotek phone-in system free for a month, or get quotes from Buyer Zone on employee scheduling software software and Web-enabled employee scheduling programs. Find time and attendance software and solutions at Business.com, as well as solutions for flexible work schedules.

Helpful advice for making the most of this Guide

• •  Your business is covered by the Family and Medical Leave Act if you have at least 50 employees living within a 75-mile radius.
• •  A leave under the Family and Medical Leave Act need not be consecutive; it can be part-time or intermittent if you and the employee agree to it.
• •  The Fair Labor Standards Act offers no provisions regarding an employee time schedule except for child labor.
• •  Although federal law does not require extra pay for night or weekend work or any pay for vacations, keep in mind the old adage that employee satisfaction and productivity go hand in hand.

Guide to Making the Most of Employee Scheduling Software

Explore ways of making the most of employee scheduling software

By Angela Roe, Freelance Writer

Action Steps
The best contacts and resources to help you get it done

Consider your return on investment when selecting employee scheduling software

Calculate your return on investment, more commonly known as ROI, when selecting scheduling software. Running an ROI calculator helps you determine if the choices you're considering are feasible for your budget and for your scheduling needs.

I recommend: PeopleCube offers a free ROI calculator so you can determine how much time and money you'll save by using labor scheduling software. Schedule Pro offers programs that allow you to see an ROI in six months to two years depending on the size of your business.

Work with staff attendance software companies that help you evaluate your needs

Request that an in-depth analysis be done to help you determine exactly what your scheduling needs are. Look for software companies that provide such assessments as a part of their software services so you don't have to pay extra for them.

I recommend: Automatic Data Processing is happy to provide you with an analysis of your current scheduling practices at no charge to determine what type of employee schedule program would benefit your company the most. Celayix provides you with an operational assessment as a part of its services.

Use free trial offers to explore labor scheduling software

Look for an employee scheduling system that offers a free trial to allow you to explore the program and test it out before you commit to a long-term agreement.

I recommend: SoftCafe offers you cost-effective scheduling programs along with a 30-day guarantee so if you decide it's not exactly what you need, you're not stuck with software you can't use. SHIFThound provides you with web-based scheduling solutions that you can test out before purchasing.

Helpful advice for making the most of this Guide

• •  When evaluating an employee scheduling program, look at the continued technical support you'll receive from the company once you've purchased its product. Ongoing training and support is critical to getting the most of any personnel scheduling software.

Action Steps
The best contacts and resources to help you get it done

Automatic scheduling

Automatic scheduling, sometimes called auto fill formats, allow employees to work shifts matched to their preferences. Most software programs offer automatic scheduling features, including several options to give employees more ability to log their scheduling requests.

I recommend: WhenToWork provides more information about automatic scheduling in its FAQ section.

Labor cost

Some types of employee scheduling software help to minimize overtime by managing labor cost. This is the cost of employing people and includes wages as compared to sales.

I recommend: ScheduleAnywhere offers information on labor cost and how their software product helps to manage it. Look about halfway down the page of features to find out how to reduce overtime.

Paid time off tracking

Paid time off tracking is a feature offered by many scheduling software programs. It is the ability to track when employees are not at work, but are being paid through sick days, vacation days or other personal days. Tracking paid time off enables a business to reduce labor costs and to monitor abuses in these policies.

I recommend: Internal Systems offers Paid Time Off Software and provides more information on this type of tracking.

Recurrence scheduling

Some software programs offer recurrence scheduling or specific features that wil automate the scheduling process. It creates a template and schedules based on information provided in the employee database.

I recommend: TimeCurve Software offers a recurrence scheduling application and provides more information on how this type of feature works.

User interface

A common term found on many employee software programs is user interface. It is everything that is designed for individual input, including display screens, characters and help menus used in the software.

I recommend: TechTarget offers more information on what a user interface is.

Shift patterns

Shift patterns are the way people work, such as rotating schedules, continuous, weekend shifts and staggered shift patterns. Some software programs help to analyze and make suggestions regarding effective shift pattern use.

I recommend: Intellicate offers a good explanation of what shift patterns are and how it affects employees.