6 Signs Your Staff Need Employee Scheduling Software

by Deputy Team, · 5 minutes
HOME blog 6 signs your staff need employee scheduling software

Employee management is a full time job, and not an easy one. From training and scheduling to keeping employees motivated and ensuring they’re doing their jobs correctly, it is no simple feat. Yet, for the employee, keeping up with their own schedules can be a chore and, oftentimes, downright frustrating.

Luckily, there is a solution: employee scheduling software. For employees and managers alike, this simple software makes creating schedules, covering shifts and other tasks a breeze. Not sure if you really need employee scheduling software? See if these six signs seem familiar:

1. The team procrastinates in providing their timesheets or clocking in when they arrive.

On top of actually doing their jobs, keeping track of timesheets is a chore no employee enjoys. Many businesses have their employees manually track their hours on paper and/or submit hours worked in an email. Others use old, clunky punch clocks. Using a time clock system can make things a bit easier, but employees still have to remember their ID number, remember to punch in at the computer, and then still get out onto the floor in time. Even then, there’s room for error, since we all know hourly shifts are ever changing.

Teams hate dealing with dated, legacy technology. You know — the rotating hourglass symbol? Without an instant, intuitive solution, it can be tough to get employees to clock in on time or request time off in the system.

With Deputy’s cloud-based timeclock app, employees can instantly clock in on an iPad with face detection technology or straight from their smartphone or Apple Watch. Timesheets are automatically calculated without any extra effort for accurate payroll.

2. Managers frequently double-schedule employees or don’t schedule enough staff.

While it can be nearly impossible to schedule enough staff for a sudden, unexpected rush, most situations occur as a regular scheduling issue. It can be tough to gauge when business picks up and slows down. Couple this with requested schedule changes and time off or sick call-ins, and a typical day in the office becomes a scheduling nightmare — and now solving this issue means increasing profit margins. It’s a bigger nightmare for the employee. No one wants to work during a dead shift or be in the weeds due to a short staffing error.

With Deputy’s scheduling feature, managers can track the ebb and flow of expected sales versus labor costing week to week to ensure enough employees are scheduled, and when there aren’t enough or too many, instantly send notifications to quickly find employees who want to work or who would prefer to take off. This feature also allows you to see who’s available and flag any team members who are pushing overtime or “clopening”— scheduling an employee to close one night, then open the next morning.

3. Business owners make frequent mistakes on payroll due to inaccurate timesheets.

Perhaps the worst incident that can happen without an employee scheduling software is inaccurate payroll reporting. These errors can include when a employee misses out on the overtime pay they are due, or when they receive pay for overtime they didn’t work. Even worse, you miss the scheduled payroll submission time, and therefore your employees aren’t paid on time.

Deputy allows you to integrate with your current payroll system. This way, timesheets are automatically submitted, and payroll goes out on time, every time, eliminating the risk of human error.

4. Managers often lose or forget when employees request time off.

The traditional way employees ask for time off is to fill out a form or send an email, which might not get saved and recorded. For managers, they must approve the request and manually adjust the schedule to make sure those shifts are given. Too often, forms get “lost” or texts/emails get read, but forgotten about. When this happens, employees don’t get the time off they requested resulting in unhappy employees, or if they do get the time off, along with three other employees, the rest of the team are stretched thin due to poor planning.

Deputy makes it easy for employees to submit time-off requests. Once submitted, they are instantly delivered to the manager in charge of scheduling. Once approved, the time off is instantly recorded in the app, keeping managers from scheduling that employee during his or her requested time off. If the requested time off is short notice, Deputy’s drag-and-drop feature makes covering those now-open shifts simple.

5. Managers spend at least 10 hours a month on employee scheduling.

When you work with an Excel spreadsheet to build a schedule, you can end up wasting at least 10 hours a month trying to make sure every employee has a fair amount of hours each week. Even more, time is wasted when schedules are built on physical paper. And that’s just for normal schedules with no exceptions. When time off is requested, additional time has to be devoted to making sure there are no holes in the schedule.

With Deputy’s scheduling solution, a simple drag-and-drop feature allows you to build a schedule in minutes. If you accidentally schedule an employee for more than 40 hours a week, you get an automatic alert so you can avoid scheduling (and thus paying) overtime.

6. Employees have to come into work to see their schedule for the upcoming week.

For employees, having to wait until Friday to see their work schedules posted to make social plans for the next week can be restricting. With these manual cork board-type schedules, if changes are made to shifts, these often don’t get updated and sent back out to teams, which means teams have different versions, causing mass confusion.

Worse, companies who don’t email schedules force employees to physically to go into work to get their schedule, keep up with their copy and make their own updates when schedules change (and we know they will).

With Deputy’s mobile app, employees can instantly access the most up-to-date schedule straight from their smart phone. Further, employees can instantly request time off or get their shift covered right in the app.

Employee Scheduling No Longer Needs to Be a Chore

Conventional wisdom says that scheduling your employees is one of the most time-consuming parts of running a business. But with today’s technology, it doesn’t have to be. Deputy makes creating and modifying schedules easier than ever. In addition, with automatic integrations, correcting and submitting timesheets to payroll is no longer a chore managers need to worry about.

If you relate to any or all of these telltale signs of inefficiency, Deputy can help. Give us a call today to learn more about all of our solutions, or schedule a free demo today!

"Deputy has become a vital tool in the running of our business. My time building rosters has been cut to a fraction."
Garry Deakes
Owner, The Marina Ice Creamery
"I was setup and going in minutes. So easy to understand. So intuitive!"
Rami Rustom
IT and Services Professional
"Our admin time for Payroll is one fifth of what it used to be, and with more accuracy!"
Brendon Ford
Manager, Rashay's Pizza Pasta Grill
"Deputy is a cost effective, simple and robust solution for rostering staff and capturing time & attendance."
John Petrovich
Mobile Apps Evangelist, Telstra
"Great application and the customer service is fantastic."
Stephan Price
Director of Ecommerce & Technology
"Rostering and time sheets have never been so straightforward. What a fantastic and innovative tool."
Dr. John Hancock
"Deputy has been the best in delivering their promises. Their interface is amazing and simple to use."
Noelle Flores-Smith
President, Global DN Ventures Corp
"Deputy have allowed me to streamline the fortnightly payroll process."
Rachael Cameron
Payroll Officer, Magic Memories
"Fantastic intuitive time keeping software which works hand in hand with Xero."
Andrew Huntley
Director, Kenney Medical Solutions
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