Case Study: Retail Employee Scheduling and Timekeeping

retail employee scheduling case study Alpharetta

Contact StaffMetrix HR for information regarding WorkforceHUBStaffMetrix HR helps sportings goods organization save with time and attendance compliance, greatly simplified scheduling, and mobile management.

Northwest Outfitters is a small retail chain tackling the complications of selling in the competitive outdoor sports market. Managing a specialized staff across 5 locations became their focus as an opportunity to significantly reduce costs and gain a competitive advantage.

Workforce Management is a key sore spot for retail companies with multiple departments. Northwest Outfitters’ primary challenge is keeping unique departments staffed with the right people while reducing costs with viable cross-department coverage. They also wanted to address one of their largest budget troubles; last-minute overtime.

Except for a small team of supervisors, all sales associates are part time. When there is a staffing crunch, it can be nearly impossible to keep part-timers from working forty hours or more. Holiday breaks and year-end staffing has been slinging scheduling dilemmas and compliance pressure with the burden of tracking and reporting.

WorkforceHUB Integration Creates Savings

healthcare employee scheduling system AlpharettaWith TimeSimplicity, the scheduling solution in WorkforceHUB, department managers established standard schedule templates for busy and slow sales periods, which vary from department to department. With the standard schedule in place, managers can drag and drop to adapt to changing conditions. This has been a vital time saver for managers, and with pre-defined alerts, has provided a compelling decrease in unexpected overtime.

SOLUTION — WorkforceHUB

Employee Empowerment

Before WorkforceHUB implementation, staff members constantly contacted managers about shift adjustments, time card errors, and PTO accruals. With Employee Self Service (ESS), employees clock in/out from their mobile device, manage their own time cards, submit time off requests, and check accruals without having to contact a manager. With the intuitiveness of PunchLogic, time card foul-ups are no longer a considerable problem.

Easy Administration

When staff members handle shift changes, all supervisors have to do is confirm them on the Virtual Trade Board. TimeSimplicity even alerts the employees affected when a shift change is approved! With job codes and employee groups, staff members with the appropriate skills are scheduled in the corresponding departments. This helps maintain first-rate customer service for which Northwest is known.

No More Compliance Headaches

With customized overtime alerts, managers are notified when part-time employees are approaching full-time hours, and full-timers are approaching overtime. They don’t need to be continually monitoring time cards to keep staff members working within the authorized hours. In the case of a DOL audit, reports can be generated instantly from attendance data that was automatically captured and recorded.

Northwest Outfitters is benefitting from reduced labor expenses, improved scheduling, automated compliance tools, and employees who are much happier with their jobs.

Contact StaffMetrix HR for information regarding WorkforceHUB™UPGRADE TODAY

StaffMetrix HR offers WorkforceHUB™, the unified Human Resources portal that makes it easy to optimize the performance of your managers, employees, and company.

WorkforceHUB™ includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. We’ve just added onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB™ is established for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and lessen labor costs.

How much can you save? Check our StaffMetrix HR ROI Calculator.

We can get you up and running with WorkforceHUB in minutes. Contact us today to set up a demo.

Case Study: Restaurant Schedule Management

restaurant employee scheduling system

Contact StaffMetrix HR for information regarding WorkforceHUBStaffMetrix HR helps restaurant transform schedule management, monitor costs, and maintain a dedicated workforce.

Coat and Thai is a tony Thai restaurant whose owners are planning to open a second location with hopes of franchising in the future. It struggles with the complications common to the restaurant industry; service peaks, specialized staff, and high employee turnover.

Overwhelming Workforce Management Challenges

Coat and Thai’s single manager was the only one doing the hiring, scheduling, and time tracking, creating a bottleneck that soon became an unmanageable burden. She was managing employee time, attendance, and scheduling with a 90’s era punch clock, Excel spreadsheets, and a small dry erase board hung in the kitchen. The restaurant has staff members working from 5:00 a.m. until 2:00 a.m., seven days a week, compounding the logistics of scheduling.

Additional complications included maintaining adequate staffing for every shift, adapting schedules to sudden surges in business, managing schedule requests, tracking worker meal breaks, and keeping skilled chefs and experienced servers from jumping ship to newer restaurants opening in the neighborhood; a sour prospect for any organization.

WorkforceHUB Sweetens the Sour

Coat and Thai concluded that the first order of business was automating employee time and attendance. TimeWorksPlus allows associates to clock in/out from their mobile devices, eliminating the need to swamp the kitchen during critical shift changes, and allowing team members to transition in and out of shifts with improved efficiency.

Customers are experiencing better service, and Coat and Thai has put an end to costly guesswork and back-dating when congestion forced staff members to skip clocking in. Mobile clock also allows their head chef to clock in off site when buying produce at local farmer’s markets, saving time and reducing time card errors, something both management and employees appreciate.

Reduced Labor Costs

Coat and Thai has seen a decline in labor costs as a result of incorporating integrated clock in/out features for unpaid meal times and breaks. Before WorkforceHUB, staff members often punched out for a meal and forgot to punch back in, creating problematic back-filling and costly guesswork. With WorkforceHUB PunchLogic, busy staff members are only given logical options when accessing the clock in system to decrease mistakes, gather better records, and streamline payroll.

healthcare employee scheduling system AlpharettaFilling holes in the schedule has become far less complicated with the TimeSimplicity Virtual Trade Board. Previously, the manager would sling change requests to the staff, and then re-circulate when options were proposed. Now, staff members simply place requests on the Virtual Trade Board. Managers can rapidly view, monitor and confirm shift request changes online. Once a shift trade is confirmed, TimeSimplicity automatically informs the appropriate employees. Since the system implementation, the restaurant has rarely been caught shorthanded. Job codes and pre-set requirements make scheduling effortless so classifications such as the age requirement to serve alcohol don’t get missed during shift swaps or replacements.

SOLUTION — WorkforceHUB

  • TimeSimplicity for simplified restaurant scheduling and mobile coordination.
  • TimeWorksPlus for integrated time and attendance tracking.
  • Mobile access provides employee access and management control.

The team members love the Virtual Trade Board because it has significantly reduced the time it takes to manage work schedules and submit time cards. Many team members are college students whose schedules change each semester. Adjusting schedules to better offer staff flexibility has dramatically improved employee morale and minimized turnover.

Ready for Expansion

The owners of Coat and Thai are better prepared for projected expansion into new venues and franchising. With a handle on the challenges of crew scheduling, and seamless integration with payroll, owners and management can now concentrate on service and growth. Custom templates make schedule replication quick and easy, and centralized reporting permits the company to monitor and adjust to changes while reducing expensive overtime, scheduling conflicts, and peak service emergencies.

Most importantly; staff members are excited to participate in the growth of the company and share their enthusiasm with their increasingly satisfied patrons.

Contact StaffMetrix HR for information regarding WorkforceHUB™UPGRADE TODAY

StaffMetrix HR offers WorkforceHUB™, the unified Human Resources portal that makes it easy to optimize the performance of your supervisors, employees, and organization.

WorkforceHUB™ includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. We’ve just added onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB™ is created for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and decrease labor costs.

How much can you save? Check our StaffMetrix HR ROI Calculator.

We can get you up and running with WorkforceHUB in minutes. Contact us today to schedule a demo.

Case Study: Patient Care Staff Scheduling and PBJ

healthcare employee scheduling system Alpharetta

StaffMetrix HR helps assisted living facility put an end to scheduling conflicts, cover gaps, and elevate quality while raising staff member morale.

Contact StaffMetrix HR for information regarding WorkforceHUB Suncrest Assisted Living management was worrying about maintaining quality resident care because they had to address a nonstop cascade of scheduling changes. Every schedule change launched a stream of unproductive emails, texts, and phone calls that wasted time, confused staff members, and hindered productivity for days at a time.

Frustrated Employees

Suncrest Assisted Living has a labor force of 23 including on-site nurses and caretakers, aides, administrative staff, and housekeeping workers. A small on-site staff means schedules aren’t very flexible and have little room to absorb change, which takes place frequently.

Unplanned schedule changes resulted in a time-consuming process of sending emails and texts to all qualified staff members to find a replacement. Managers were often required to coordinate fractional shift changes to adapt to overlapping availabilities. The result was a domino effect that often caused unanticipated consequences including costly overtime and coverage gaps. The extra burden, added confusion, and personal disruption was taking a toll.

SwipeClock Workforce Management Provides Relief

healthcare employee scheduling system AlpharettaSearching for a solution, Suncrest turned to WorkforceHUB. WorkforceHUB delivers simplified scheduling with TimeSimplicity in a powerful suite of integrated cloud-based tools that include time and attendance tracking (TimeWorksPlus), with mobile capability for 24/7 anywhere access.

SOLUTION — WorkforceHUB

• TimeSimplicity for simplified assisted living staff scheduling and mobile coordination.
• TimeWorksPlus for integrated time and attendance tracking.
• Mobile access provides employee access and management control.

Suncrest needed a simple solution that managers and other team members could use without the need for a lot of additional training. TimeSimplicity delivered exactly that, with the additional power of drag-and-drop scheduling, easy schedule change management, and employee self-help tools that empower employees to solve scheduling dilemmas with ease.

With WorkforceHUB, Suncrest was able to set up their scheduling in about fifteen minutes by logging each employee name, job code, and availability. Once that was done, designing employee schedules became a quick matter of drag-and-drop. Scheduling conflicts, unexpected overtime, and adequate shift coverage are no longer a hassle with built-in notifications that warn supervisors before a problem occurs.

When it comes to finding help due to schedule changes, the Suncrest team no longer goes into panic mode; employees can enter their availability to pick up hours, and trading shifts between staff members is as simple as trading cards. Managers only need to approve swaps for stress-free schedule revisions.

One of the most popular features for Suncrest is the ability to empower team members with mobile access. With the Employee Self Service (ESS) portal, team members are able to view their schedule, request time off, check accruals, and review their time cards. They no longer need to call a supervisor for basic information and time card accuracy has improved significantly. This is a perfect solution for a community of employees working all hours of the day and a real timesaver for managers.

PBJ Made Easy

All long-term care facilities are now subject to the Payroll Based Journaling (PBJ) regulations. Employers are required to track daily employee shift hours by job description and site as well as staff tenure and turnover. Suncrest uses the built-in Payroll Based Journaling (PBJ) tools in WorkforceHUB to effortlessly track the data and prepare accurate reports. Suncrest supervisors are sleeping better at night knowing that PBJ compliance is automated with StaffMetrix HR WorkforceHUB.

Cost Savings, Improved Performance, and Elevated Morale

Managers using WorkforceHUB for scheduling will tell you that the savings in time alone makes the upgrade worth it. In addition, Suncrest Assisted Living will go one further and tell you that worker empowerment and the end of panicked scheduling emergencies have gone a long way toward increasing employee morale. Happy employees results in better care for residents, increased productivity, and a healthier bottom line.

Contact StaffMetrix HR for information regarding WorkforceHUB™UPGRADE TODAY

StaffMetrix HR offers WorkforceHUB™, the unified Human Resources portal that makes it easy to optimize the performance of your managers, employees, and company.

WorkforceHUB™ includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. We’ve just added onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB™ is designed for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and lessen labor costs.

How much can you save? Check our StaffMetrix HR ROI Calculator.

We can get you up and running with WorkforceHUB in minutes. Contact us today to book a demo.

Case Study: Hotel Shift Management

hotel employee scheduling system review

Smart Scheduling for Hotel and Hospitality

StaffMetrix HR helps hotel elevate their bottom line with expedited scheduling and more efficient time and attendance tracking.

Contact StaffMetrix HR for information regarding WorkforceHUB The Bayside Hotel and Resort is a 135-room, 5-story complex which includes a hotel, two restaurants, and a small business center. There is no “typical” day for The Bayside Hotel, and they count on a diverse workforce to manage a wide range of guest requests at every hour of the day.

To keep an otherwise chaotic operation running smoothly, Bayside faces workforce challenges that range from last-minute sick leave to schedule changes to last-minute overtime. With their reputation resting squarely on their capacity to serve patrons with personal attention, workforce management is a primary concern at Bayside. Their ultimate goal; improve customer service without increasing labor costs.

Monumental Workforce Management Challenges

The management staff had been struggling to find an employee timekeeping and scheduling system that put an end to understaffing, could be adjusted on the fly, kept all parties informed about scheduling changes, tracked data for DOL compliance, and made sure that time cards were turned in on time to the payroll service. For Bayside, this was no easy task with so many diverse departments including hospitality, housekeeping, maintenance, and operations. In every department, supervisors needed accurate data to design scheduling strategies that eliminated waste while maintaining an exceptional standard of service for their guests.

Bayside needed a hotel employee scheduling solution that would meet scheduling objectives while offering greater flexibility for employees and less busy work for managers.

Time and Attendance Made Easy With StaffMetrix HR

hotel employee scheduling system review The WorkforceHUB time tracking tool, TimeWorksPlus, started delivering benefits during the very first pay cycle. With mobile access built in, TimeWorksPlus allows employees to clock in/out on their mobile device wherever they are—whether they work in housekeeping, guest services, security, or maintenance. Because the PunchLogic feature considerably reduces missed and duplicate punches, time card accuracy has improved substantially.

TimeSimplicity Cleans up the Scheduling Mess

TimeSimplicity has transformed the scheduling process for Bayside managers and employees. It offers supervisors smart tools for uncomplicated, hassle-free scheduling and enables staff members to take over many tasks previously done by managers. Bayside managers are amazed at how effortless it is to create, save, and change recurring schedules.

SOLUTION — WorkforceHUB

  • TimeSimplicity for expedited scheduling and mobile coordination.
  • TimeWorksPlus for integrated time and attendance tracking.
  • Mobile access offers employee access and management control.

Employees and management appreciate the automation and centralization of scheduling operations. Employees post schedule requests to the Virtual Trade Board and view which additional shifts they may pick up. Once a manager has confirmed a schedule change, TimeSimplicity alerts the worker; eliminating endless phone calls, texts, and emails.

TimeSimplicity has reduced under-staffing which has accelerated room turn-around, shortened front desk guest wait times, and elevated staff efficiency.

Employee hours are controlled with customized system notifications and there are nine pay-rate fields and employee groups/sorting/filtering functions to give every department supervisor scheduling precision.

WorkforceHUB is the same system used by Hilton, Embassy Suites, Ramada, Sheraton, Holiday Inn and Marriott to save time, minimize labor costs, and maintain regulatory compliance.

Contact StaffMetrix HR for information regarding WorkforceHUB™UPGRADE TODAY

StaffMetrix HR offers WorkforceHUB™, the unified Human Resources portal that makes it easy to optimize the performance of your managers, employees, and organization.

WorkforceHUB™ includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. We’ve just added onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB™ is developed for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.

How much can you save? Check our StaffMetrix HR ROI Calculator.

We can get you up and running with WorkforceHUB in minutes. Contact us today to set up a demo.