WHY WE’RE PERFECT FOR EVENT STAFFING
And other reasons you’ll love Schedulehead if you’re staffing for events
We were born out of an event-based staffing company, so this stuff is in our DNA. But whether your employee scheduling needs are for catering, production, or stage labor scheduling, that’s all our sweetspot.
Over the years, we’ve baked in tons of tools that are unique not just to Schedulehead, but really for the event-based staffing job. For example, when managing a large only Schedulehead actually learns about your employees. The longer it works, the more it knows. It knows who’s sometimes late, who’s a solid worker, and who to keep an eye on. As well, we’ve got tools that can automatically reach out to workers to get them scheduled for a shift, which takes a lot off your plate when scheduling for events. Check out our Features page for an overview of what we’ve got to offer.
The way Schedulehead works is inherently different than any other platform. It’s structured around events, rather than individual shifts. While we do offer traditional employee scheduling tools to round out our product line, it’s our focus on event based businesses that make us really shine.
Come see how we shine, and book a 15 minute demo right now.
SCHEDULE A DEMO
TIME IS A TERRIBLE THING TO WASTE
Our Time Tracking shows real-time updates and so much more.
WE’VE GOT THE GOODS
With more than 10 years of R&D behind Schedulehead, we’ve got the tools you’ll love.
CUSTOMIZE ALL THIS AND MORE
TEXT MESSAGES / SMS
Optional Decline Code
Text for invite to work
Text for web check-in
Text for worker add by manager
Text for worker removal by manager
Text for alternate add by manager
Text for alternate removal by manager
Text for alternate upgraded to worker on shift
Text for event updates
Automated Time Tracking Texting options:
All have customizable messages
Text for upcoming punch in
Text for forgotten punch in
Text for upcoming punch out
Text for punch out now
Text for forgotten punch out
Manually text your workers, those working one particular shift, or everyone with just one click.
TIME TRACKING AND PAYROLL INTEGRATION
Minimum Early Punch In :defines how early a worker can punch in for a shift
Max Late Punch Out : The latest the worker can punch themselves out
Get Location : whether the device should even try to get a location
Location Within Specified distance
Require photo of worker at punch time
Reviewer can view and add punches
Worker can either be required to be on a shift, or be allowed ‘Anytime Punches’ Payroll
Fiscal start of day
Fiscal start of week
Fiscal start of year
Fiscal Pay Period Type
Weekly and Daily Overtime
Weekly and Daily Doubletime
Payroll Export and Integration
WORKER PROFILE PAGES
Text Message Logs
Detailed Toolkit User Interaction History -- activating/inactivating/adding comments
Lock specific fields from worker edit
Custom fields specific to your business
DAILY OR WEEKLY SUMMARIES
Custom Formatted Daily Summaries
Once A Week or every day
LIST VIEW DETAIL LEVEL OPTIONS
Display workers' names with emails and/or phone numbers
REVIEWS AND STAR RATINGS
Hide Star Ratings and/or reviews from workers.
Modify Past reviews and ratings.
SHIFT SIGNUP AND BAILOUT
Disable worker signup
SHIFT COWORKER INFORMATION
Display coworker names with or without emails and/or phone numbers
Customize how your employees use the app for time punches, supervisor worker management, and more.
FASTER, BETTER, STRONGER
We just got a whole lot more powerful.
OUR SUPPORT TEAM IS WORLD CLASS
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
Training Starts When You Want ...
and Never Stops!
Don't believe it? Call right now:
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
SCHEDULE A DEMO
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!
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:
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:
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.
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.
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.
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.
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.
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.
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:
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.
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.
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.