{"id":9678,"date":"2023-10-16T14:52:54","date_gmt":"2023-10-16T09:22:54","guid":{"rendered":"https:\/\/www.setmore.com\/blog\/?p=9678"},"modified":"2024-01-09T20:06:57","modified_gmt":"2024-01-09T14:36:57","slug":"shift-scheduling-made-easy","status":"publish","type":"post","link":"https:\/\/www.setmore.com\/blog\/shift-scheduling-made-easy\/","title":{"rendered":"Employee shift scheduling made easy"},"content":{"rendered":"\n

When making schedules for employees, you want to provide a full scope of the week or month. Ensuring you\u2019ve factored in individual working hours, time off and adequate resource for busier periods is crucial. It\u2019s no easy feat and we ?? any manager who tackles the task successfully.<\/p>\n\n\n\n

Software Advice found that 1 in 3 businesses<\/a> utilize an online calendar for employee shift scheduling. Managers are able to view resource at a glance, make changes on the fly and automate shift notifications to their team.<\/p>\n\n\n\n

The best shift scheduling software for your organization depends on staff count, location count and the level of customization required.<\/p>\n\n\n\n

A team scheduling app<\/a> like Setmore caters to small businesses as well as larger enterprises<\/a> that need bespoke solutions.<\/p>\n\n\n\n

Work shift scheduling using your online calendar<\/h2>\n\n\n\n

Here\u2019s how to turn your Setmore calendar<\/a> into a customizable shift schedule tool.<\/p>\n\n\n\n

Scenario 1: You\u2019re a manager who shares shifts individually. Your employees don\u2019t need to see your full shift calendar.<\/h3>\n\n\n\n

A simple way to create your shift schedule is to use \u2018Events\u2019<\/strong> in your Setmore calendar. Click a clear spot to open the widget and select \u2018Event\u2019. Type an event title like \u2018Shift: Front desk duties\u2019 if going by task or role, or \u2018Shift: Sarah Jessica\u2019 if scheduling by team member.<\/p>\n\n\n\n

Set the start and end time for the event, corresponding to when the shift starts and ends, and click \u2018Create\u2019. The shift will be saved in your calendar. Continue this to cover all shifts for one week or month.<\/p>\n\n\n\n

We recommend checking individual working hours and time off before committing to your shift schedule. If someone\u2019s shift doesn\u2019t quite work, simply drag and drop it into another spot. Or, change the title to include the name of another employee.<\/p>\n\n\n\n

Once you\u2019ve plotted all shifts, let your team know when they\u2019re scheduled to work. This method applies to your business if employees don\u2019t have team profiles<\/a> in your free shift scheduling software. If your employees are part of your account, or you want to automate shift notifications, read on.<\/p>\n\n\n

\n
\"Events<\/figure><\/div>\n\n\n

Scenario 2: You\u2019re a manager who wants to automate shift notifications.<\/h3>\n\n\n\n

Using classes<\/a> to schedule shifts is a huge time-saver. For general shift scheduling, create a new class in your account titled \u2018Shift\u2019. For a more detailed view, create a series of class types like \u2018Front desk duties\u2019 and \u2018Cleaning ground floor\u2019. Color code<\/strong> each class type so your calendar is easy to scan when every shift is plotted.<\/p>\n\n\n\n

As the account owner in your shift work schedule app, you\u2019ll automatically be assigned to all classes and be able to book sessions and select guests.<\/p>\n\n\n\n

In your calendar, click an open spot and the widget will appear. Select \u2018Class\u2019 and a class type, then review the start and end time of the session. This will be the session length specified when creating the class. Simply update the session length in the widget if the shift is longer or shorter than usual.<\/p>\n\n\n\n

Click \u2018Create\u2019 and the class session (or shift) will be saved. Continue to do this until the weekly or monthly shift schedule is plotted.<\/p>\n\n\n\n

Once finalized, add guests to each session (or team members to each shift). They\u2019ll receive email confirmations<\/strong> for their shifts. You can add multiple guests to each session, which is ideal when more than one person has the same shift or duties. If the shift is rescheduled or edited, Setmore lets your team know.<\/p>\n\n\n

\n
\"Appointment<\/figure><\/div>\n\n\n

Scenario 3: You\u2019re a manager who wants to share a shift calendar with your employees.<\/h3>\n\n\n\n

To create a shareable shift calendar, you\u2019ll need to add all team members to your employee shift scheduling software. This way, each employee can be assigned to services and classes and gets their own individual calendar<\/a>.<\/p>\n\n\n\n

Follow scenario 2 to create classes based on task or role. When ready to plot shifts, open your admin calendar and click an open spot. The widget will appear; select \u2018Class\u2019 and a class type. Review the start and end time and adjust if the shift is longer or shorter than usual. Next, assign a team member<\/strong>. This will be the team member(s) taking the shift.<\/p>\n\n\n\n

Click \u2018Create\u2019 and the shift will be saved in your admin calendar and the provider\u2019s calendar. They\u2019ll also receive an email confirmation for the shift. When you\u2019ve scheduled shifts for the whole week or month, the team member can open their individual calendar and conveniently see all shifts given to them<\/strong>.<\/p>\n\n\n\n

If you\u2019d like employees to see each others\u2019 shift schedules, you can update their account role<\/a> from \u2018Team member\u2019 to \u2018Enhanced\u2019. This allows people to view everyone\u2019s shifts and time off from their own calendars.<\/p>\n\n\n

\n
\"Agenda<\/figure><\/div>\n\n\n

Save time with a web-based employee shift scheduler<\/h2>\n\n\n\n

These are just a few ideas to try out. Reach out to us at any time if you\u2019d like recommendations for your specific setup. Before we sign off, here are some additional tips to get the most out of your employee shift schedule app:<\/p>\n\n\n\n