Faster, Better, Stronger

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FASTER, BETTER, STRONGER

We just got a whole lot more powerful.


We know how busy you keep staying on top of scheduling your team, and because of that, we’ve been busy working for you.

If you’re currently using Schedulehead for your employee scheduling, you should’ve noticed that we’re quite a bit faster than we were just a week ago. We’ve upgraded our systems to add two new data centers in New York City and London. So no matter where you are in the world, Schedulehead will be lighting quick.

Each new data center can handle an additional 1000% increase in capacity. This translates directly into speed when you and your workers are interacting with Schedulehead. Text messages and web pages load instantly for your employees, and our iPhone and Android apps are blazing fast to get your job done so you can move on with your day.

Schedulehead leads the scheduling app industry in uptime. For 2018, we’ve only had 12 minutes of downtime during maintenance. This is a 99.999% uptime, which means your employees and staff can always access the information they need, when they need it.

All safe, secure, and ready when you are. Go ahead, put our systems to the test, we’ve got your back.

Experience our Stellar Support

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OUR SUPPORT TEAM IS WORLD CLASS

From the moment you create your Schedulehead account, even during the trial period, you'll be greeted by our Welcome Team.

The job of our Welcome Team is to help you understand our services and make sure you're getting the most out of Schedulehead, as well as help tailor the experience directly towards your needs.

A dedicated Welcome Team member

to provide Stellar Support

As soon as you call in, you'll be introduced to your dedicated Welcome Team member. They'll take the time to understand your business needs, so that they're familiar with your needs and can best suggest staffing solutions that would work well for your case. They'll be your main point of contact for anything you need with Schedulehead, for the life of your account. So anytime you email or call, you'll be routed directly to your dedicated Stellar Support agent who knows you by name ... and that's a really nice feeling.




Unlimited Phone Calls Means

No Stupid Questions

We're here to make sure you succeed, otherwise we're not doing our job. So we encourage you to call with all your questions, as much as you like. This also applies to anyone else who is an admin on your account, all these will get routed to your dedicated agent to provide Stellar Support.



Training Starts When You Want ...

and Never Stops!

We'll start with some basic training sessions and tweak Schedulehead to how you think it's best. We offer unlimited training sessions as often as you like, just book an appointment online, at your convenience, and setup a training session. Even invite your other admins, we'll work with your team.



Don't believe it? Call right now:

+1-858-225-2328

We're ready to start now by asking the right questions to ensure we're the best fit for you. So, what are you waiting on? Let's get started!

You can also get started right now by Opening a Free Trial

Time Tracking is now LIVE!

Schedulehead now has a Time Tracking module that can track clock in’s and clock out’s for all your workers!

All they have to do is open the app, punch in and out, and Schedulehead will track it all, and even export to your payroll service of choice!

Stay tuned, more details coming soon!

Pros and Cons of Spreadsheet Scheduling

Spreadsheet Employee Scheduling

Employee scheduling is not the most exciting task in the world but that does not undermine its importance as an integral business function. It is imperative that you spend time thinking over the process to treat your staff professionally. Employee scheduling creates a flow and order to your business, allowing employees to focus on their jobs. Proper scheduling ensures important tasks are completed at appropriate times. It also guarantees all employees are treated fairly in regards to leaves. The management can conveniently look at the report and allot leaves accordingly.

Using the right tools and methods makes the task easier. Businesses can choose from a variety of methods for employee scheduling, including paper processes, using spreadsheets (Excel, Google Spreadsheet) or using employee organizational software. Several businesses around the world use spreadsheets for creating staff timetables.

Spreadsheet scheduling is among the most easiest and budget friendly ways to maintain order in your business. While this method is more advanced than the traditional paper processes, it is not quite as efficient as using an app or employee organizational software. Here are some pros and cons of this technique:

Pros of Using Spreadsheet Scheduling

Spreadsheets have been around for ages. Here are some notable pros of using spreadsheet scheduling for your organization:

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Free to Use

Most small organizations resort to using spreadsheet programs, such as Excel, because they are free to use. This allows companies to spend their budget wisely on more productive tasks. Additionally, since these programs are free to use, organizations do not have to worry about spending money on upgrading the software. Other free methods include printing out memos, posting charts and making announcements in the office. However, these methods are more time-consuming and may not always yield the best results.

Suited for Small Organizations

Spreadsheet scheduling is best suited for small organizations where managers do not have to make complex schedules and only oversee a few employees. This convenient method saves time and makes it possible for managers to efficiently manage schedules without putting in too much effort.

Easy to Use

Perhaps the most notable pro of using spreadsheets is it is easy to use and implement. Organizations need not invest their time and money in training employees on how to use the program since it is quite easy to use and navigate. This proves highly beneficial if your employees are not tech savvy and are not accustomed to using complicated applications and software.

Cons of Using Spreadsheet Scheduling

Needless to say, spreadsheets are definitely great for completing a variety of tasks, whether it is archiving, storing or calculating data. However, when it comes to scheduling, it is an entirely different story. Employee scheduling is a dynamic process and a bunch of formulas can only do so much. If you are currently using spreadsheet scheduling, it is time you opt for an upgrade. Here are some cons of using spreadsheets that can significantly impact your business:

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Time-consuming

One of the most notable cons of scheduling your team using spreadsheets is the process is time-consuming. Shifts may have to be changed and there are chances an employee may not turn up due to an emergency. The point is, the schedule might have to be changed on a daily basis and using spreadsheets does not make the task any easier.
Constantly editing and using spreadsheets is a time-consuming process and one has to deal with countless formulas and manually make changes. While the whole point of employee scheduling is to save time and avoid confusion, using a spreadsheet may have the opposite effect.

No Automation

As mentioned earlier, while spreadsheets might be great for a variety of office functions, such as calculating data, there are no formulas for handling intricate details of scheduling workers. Using an automated software or application makes the task much easier as you can automate just about any process.

Organizations and businesses can customize the software to suit their needs. Most applications feature advanced functions that automatically make suggestions for employees who can cover open shifts and much more. Unfortunately, working with a spreadsheet requires you to enter data manually, that slows down the process.

Does Not Encourage Collaboration

Using spreadsheets does not encourage collaboration, unlike using employee scheduling software. Using software allows HR professionals and managers to ensure all shifts have been covered and approve employee requests at the same time. Using a spreadsheet for these complicated tasks can be counterproductive, leading towards confusion.

Not Intuitive

Spreadsheets will not notify managers if there are shift conflicts or if there is an open shift that has not been assigned to anyone yet. When it comes to employee scheduling, the use of spreadsheets has become outdated as they cannot help you make your job easier. Unfortunately, there is no way to make spreadsheets more proactive and dynamic. This overburdens managers, making their job more difficult.

Prone to Errors

Like other basic programs, spreadsheets are prone to human error. Because spreadsheets utilize formulas, there is a risk that you get all the data wrong if you make a mistake in writing down the formula. Additionally, having tons of formulas and information throughout the program can make it difficult to locate the error.

It creates unnecessary hassle that can significantly impact your company’s performance. Additionally, entering, editing and constantly updating spreadsheets manually increase the risk of errors.

Inefficient

Using a spreadsheet makes it difficult for managers to plan the schedule efficiently. This results in tasks not being equally distributed in the workplace, overburdening some employees. Likewise, it leaves other people with less work to do, leading to loss of profit and productivity. Up-to-date software allows you to easily track shifts and stations, letting you know who is doing what.

No Consistency

Manually updating data can often cause business owners and managers to misplace or forget time-off requests which results in a shift being scheduled for an employee who has taken the day off. This can result in major problems for both the employees and the organization as a whole. These avoidable mistakes impact employee morale and even have an impact on your organization’s reputation. Using a spreadsheet makes it difficult for managers to handle holiday requests, time off requests and early in/early out requests.

Difficulty in Accessing Information

Spreadsheets make it difficult for managers and HR professionals to have access to critical information on the go whereas using an employee scheduling software makes the task much easier.

Conclusion

From the above, it is pretty clear your organization is better off using employee scheduling software rather than relying on spreadsheets. Organizations of any size can greatly benefit from the software, saving not only effort but also time and money. Avoid all these shortcomings by switching to an effective employee scheduling software, which is what we offer.
Schedulehead makes it easier for managers to assign tasks, keep track of employees and reward those who perform the best. The intuitive software thinks like you do and considers skills and history whilst scheduling and reaching out to workers.

Introducing Emailing Openings

Emailing Openings

We’re introducing yet another new feature! This time we are adding the ability to email out a shift’s openings. Sometimes you may schedule an event not want to wait for employees to sign in and check available openings. In this case, we are adding the ability to email available workers and offer them the shift. Here is an example below:

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This scheduling feature has a quick feedback tool to let you know the results. You could have workers without emails and openings with no available workers to fill.

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Caterer Scheduling and Schedulehead

The Scheduling Difficulties Faced by Caterers

Before companies like Schedulehead, catering company scheduling could be a very tiring and frustrating experience.

There are a number of unique challenges that catering companies can experience:

  • Problem 1: Different locations and times
  • Problem 2: Fluctuating work weeks and last-minute events with staff that is typically part-time
  • Problem 3: Special on-site instructions

All of these challenges can give just about anyone a headache figuring out and communicating all the details. The first step once the sale is done for most catering companies is to begin the search for servers. This usually involves either the owner, a manager, or a full-time scheduler making phone calls from a list of servers. This is a very tedious process and gets harder as the schedule fills with more and more events. You can have workers that are unsure, that want a call back, that don’t answer, or that one that says okay. As you get more answers you have to start balancing who will go to which parties if you have multiple in one day because certain servers can only make one party or another.

Example

For example you could have event A that is 10 minutes away with staff arriving at 2pm and event B that is 35 minutes away with staff arriving at 4pm. You begin to call your staff, starting with Becky. She is one of your most experienced servers. She is available that day after 2 pm, but does not have a car currently. You pencil here in as tentative and move on to the next server. Ron isn’t available that day. Judy is also very experienced and can make either shift.

Now you have a dilemma, you can either staff both Becky and Judy on event B and see if they can carpool or staff Judy on event A and look for someone else to carpool to Event B with Becky. The problems continue from there as you find out everyone’s schedules and issues. The main problem is that due to the part-time nature of a lot of catering jobs, you are often partially at the mercy of your servers’ schedules.

Solution 1: Locations and Times

Different locations and times for shifts poses a big problem with figuring out whose schedules will fit with which events. Schedulehead has several solutions for this specific scheduling problem. First we offset the responsibilities of managing your servers’ schedules to the servers. What this means is that you can create openings and your servers sign up for them. This makes them responsible for signing up for shifts that they can make.

Of course, your first concern in scheduling would be balancing the needs of seniority and experience. You don’t want all the decisions to be made by your employees. Schedulehead does this in a couple ways. Schedulehead’s review system plus worker seniority allow higher ranked senior workers to see shifts further out and get first opportunity on both newly added and last minute shifts. Schedulehead’s shift equalizer balances staff on a single day by only showing them the party they need to sign up for to balance seniority and experience for each day. This way if 2 experienced servers end up on your Event A, Schedulehead will show your other experienced servers Shift B.

Solution 2: Weekly Fluctuations

As mentioned before the part-time nature of the work and the fluctuating work weeks can often put you at the mercy of your servers’ schedules. Schedulehead, as previously mentioned partially relieves this by offloading the responsibility of your servers’ schedules to your servers where it belongs. The other half is accounting for last-minute events. These events could be within 24 hours or less which puts a lot of strain on you to schedule workers quickly. Schedulehead can take care of this by utilizing its Autotext feature. This feature sends text messages to your staff starting with the highest seniority and highest ranked ones. The Autotext system allows workers to sign up for these last-minute shifts through text messages. This is a quick and automated system that takes the strain off of you, so that you can focus on making sure everthing else is prepared.

Solution 3: Communication

Communication is the cornerstone of nearly any business, and Catering is no different. When scheduling your staff, you will often have special instructions in uniforms, meeting locations, driving directions, etc. This needs to be communicated to the servers directly and simply. Schedulehead fulfills this need by providing comments for both the whole event and the specific skillset group. This way if you have special instructions for everyone and special instructions for just bartenders, servers will only receive the instructions for everyone. Quick and easy communication. Schedulehead also provides the capability to email all workers and email out event updates such as arrival time and location.

New Interface

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We are super excited to announce our new interface launching into beta. This will be the basis for our interface leading into the future. We are focusing more on the grid view like scheduling, but will be introducing capabilities to make it just as powerful for our event-based companies. A number of new features are being introduced by this interface.

Faster adding of workers

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You can now add workers in the same page that you schedule them. This makes everything more streamlined about getting up and running with Schedulehead. As you add the worker, you can create new roles and add the roles all at the beginning to make onboarding employees a one step process.

Drag and Drop

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Drag and drop has invaded Schedulehead. Shifts can be moved between workers and even days. This allows quick reassigning of shifts from the new grid view replacement. Currently only grid based shifts, or daily’s, can be drag and dropped. The final version will have drag and drop capability for everything that appears there. Stay Tuned!

View Filters

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View Filters are a continuation of the previous skillset filter from Shifts in a Grid View. This new Filter allows for soooo much more. Here is a list of the new Filters:

  • Worker Skillset/Role: This filters by what workers have that particular skillset/role.
  • Working Status: This includes working, not working, working more than so many hours, and working less than so many hours.
  • Shift Skillset/Role: This filters the shifts shown by what shifts have that particular skillset/role.

This allows you to quickly and effectively figure out how the weekly schedule is laid out. We have more filters on the way to improve your efficiency.

Scheduling Time Off Requests

Scheduling workers while keeping track of time off and availability can be incredibly difficult at times. Gathering all of this info can require lots of email, forms, and phone calls. All of which eats up time and money. Schedulehead’s goal is to reduce and remove as much of the headache surrounding employee scheduling as possible, and to this end we have introduced time off requests on Schedulehead.

scheduling worker time off requests

How does it work?

Time off requests are simple and flexible tool at the moment. Time off requests are essentially the opposite side of availability scheduling. They simply tell you when a worker cannot work. This works for any reason such as maintaining a difficult work schedule between jobs or having a doctor’s appointment. The worker puts in when they are not available and Schedulehead collects it and shows you in a simple and efficient manner, so that scheduling a week of shifts is easy and not an absolute headache.

Shift Requests Released!

We are proud to announce the release of a new feature: Shift Requests!

What are Shift Requests?

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 Your workers can click on the blue “Request Shift” text which will allow you to approve requests before they are confirmed on the worker’s schedule.

Shift Requests are relatively straightforward. Instead of allowing workers to directly signup for shifts, they can request the shift. This is super simple and follows the same process as signing up for a shift. Once they sign up, an administrator can decide who out of the requests should be assigned. That is it, simple as apple pie.

Why is it useful?

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Some business like to have more control over assigning their employees, and that’s where Shift Requests comes in.

Let’s take Sue’s Bakery as an example. Let’s say that 2 of her workers John and Bill do not get along well. Both of them signup for the morning shift, and lower each other’s efficiency with small issues. This could have been avoided with Shift Requests. John and Bill both request the morning shift. John has seniority and works well with Jack who also requested the Morning shift, so Sue confirms both John and Jack instead, while placing Bill on another shift he requested. This allows businesses that can keep track of these details will like the extra control that Shift Requests gives them.

Welcome to Grid View

Gather round, gather round! Grid View is our new feature that allows for spreadsheet-style scheduling. Designed to save you time, it allows you to manually schedule your workers and get a birds-eye-view of any week. Seeing your employee’s schedule has never been easier.

Gridview online scheduling

Gridview online scheduling

This view gives a great deal of information for the day, worker, and shift. Never again will you be left in the dark wondering how many hours the worker is scheduled for that week, or how many workers/hours are on a particular day.

Gridview online scheduling

Click on any day, create a shift. It’s that easy. Complete the simple form and you’ll get who you need when and where you need them. Come try it out for yourself.