A CASE STUDY IN STAFFING ATTENDANCE – A CALIFORNIA CATERING COMPANY

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A CASE STUDY IN STAFFING ATTENDANCE

How Schedulehead improved staff performance and attendance by 90%

This is a case study of a California catering company and how we reduced their late arrivals and "no shows" by 90%. Using simple tools and collecting data on each worker allows them to maintain this deep impact with little to no overhead: Schedulehead automates all the work.

WHY WE’RE PERFECT FOR EVENT BASED STAFFING

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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

Say Goodbye to Handwritten Notes

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TIME IS A TERRIBLE THING TO WASTE

Our Time Tracking shows real-time updates and so much more.


IT USED TO BE HARD WORK
How are you currently keeping track of hours worked for your employees? If it’s on paper, then you know there’s a lot of room for improvement. Hand-written or paper notes not only get lost, but have to be either scanned and stored or put into a filing cabinet for archival purposes. If you’re in the United States, you should to be keeping these records for years. What if an employee alleges improper payment or record-keeping, are those old paper records or scans going to be easy to find when the time comes? As well, there’s plenty of room for inaccuracy when dealing with anything handwritten. The handwriting can be hard to read, the papers get lost, the math is incorrect, and a whole host of other problems. All this leads to a significant amount of work every pay period.

TIME TRACKING IS FAST, EASY, AND ACCURATE
With Schedulehead, all of these problems go away and save a ton of time. Our records are guaranteed accurate, and the math is all done for you. We even automatically calculate the overtime, doubletime, and more according to your local jurisdiction. The records are there forever, so if you need records from years ago, they’ll always be on Schedulehead to view instantly. With old-fashioned paper systems, you have no idea what to expect until you get the physical copies back, but with Schedulehead, you can view your employee’s punch-ins and punch-outs in real time. Managers on site or back at the office can even punch in and out anyone else on their team.

CUSTOMIZE IT ALL YOU WANT
Of course it doesn’t stop there. We’ve got loads of extras like our texting robots that warn your workers of upcoming shifts, or text a friendly reminder when they forgot to punch out. With all this hard work done for you at the end of the pay period, the only thing you have to do click a button to send it to your payroll provider, it’s that easy. So what are you waiting for? Give it a try today.
Artwork Credit: Designed by Freepik

We’ve Got the Goods

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WE’VE GOT THE GOODS

With more than 10 years of R&D behind Schedulehead, we’ve got the tools you’ll love.


We’ve been developing an arsenal of tools by listening to our customers for years. Our research begins with the people who use Schedulehead on a daily basis, and that feedback goes directly to our development team to shape the path for us. This means we’ve got some pretty fine-tuned employee scheduling features that no one else has, and ways to customize them that makes us truly unique.

For example, you can customize Schedulehead to send text messages if you workers forget to Punch In, or text and remind them about upcoming shifts, and many other triggers. We’ve even got features that require them to check in for upcoming shifts to ensure they’re available and ready to work.

CUSTOMIZE ALL THIS AND MORE

All of these items can be customized. Download this as a PDF here.

TEXT MESSAGES / SMS

Automated options:

Autotext

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

Manual Texting:

Manually text your workers, those working one particular shift, or everyone with just one click.


TIME TRACKING AND PAYROLL INTEGRATION

Shift Punches

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 Required

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

Pre-approve Punches

Fiscal start of day

Fiscal start of week

Fiscal start of year

Fiscal Pay Period Type

Weekly and Daily Overtime

Weekly and Daily Doubletime

Hours Calculation

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


MOBILE APPS

Customize how your employees use the app for time punches, supervisor worker management, and more.

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

SCHEDULE A DEMO

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.