Rotas and Scheduling

The flexible way to manage resourcing

It’s estimated that around 17% of the UK’s working population works some sort of shift. That’s a lot of planning and scheduling!

The rota and scheduling tools in the system make it easy to create and manage shifts, schedules, rotas or rosters to ensure the right people are in the right place at the right time to deliver your products and services. And if employees don’t turn up, it’s easy to re-schedule.

Rotas and scheduling

Work schedules
Simple rotas and schedules are normally applied to a week’s working but can be any length of time up to 400 days for a rotating shift pattern. Work Schedules is designed for organisations with employees following predictable, repeating work patterns such as one-off, continentals, triples and double days.

Complex rotas and schedules
If employees work flexible shifts with no pattern, Rotas is used to define the patterns or rules that employees work. Each employee can have multiple shifts per day where split shift working is in operation. Shift swaps and authorised overtime can also be pre-programmed.

More about rotas
Rotas work for organisations with more flexible working patterns. Rotas can be set up in different ways depending on supervisor or manager preference, for example they can choose to drag and drop shifts onto the rota or use the recent shift drop down to select shifts.

In the manufacturing environment rotas can show the percentage against target for labour costs, or the ratio of labour cost against expected revenue for hotels and restaurants.

Absences show on the rota highlighted in the colour you’ve specified for absence definition.

  • Daily Hours, calculates the hours scheduled for each day and for each employee.
  • Daily Cost shows monetary values calculated as the product of hours worked and basic rate of pay. A Cost Variance report can be produced.


Workforce availability

The availability calendar shows workforce availability by type of absence so it’s easy to see who’s available across a week or month.

The calendar shows the counts and percentages of employees available by day. Further information about specific skills required by group or whether First Aiders or Fire Marshals are needed on site could also be factored-in. Changes to the rota and pre-authorisation of overtime can also be done via this screen.

Selecting employee skills for events and projects

Day Plans are an effective way to ensure that the correct staffing and skill levels are available to deliver particular tasks, projects, events, etc.

For example hotel and hospitality customers use Day Plans to plan and manage staff resourcing for weddings, business conferences and other events. A health customer uses Day Plans to make sure the right staff are available at their day clinics.

Setting up a Day Plan

Day Plans are simple to set up

Make a list of the shifts required to deliver an event, set the skills needed for each shift and the number of staff with each skill, and save as a template for future use. Drag and drop the appropriate staff to the shift/skill combinations you need, (you’ll get a warning if you pick someone with the wrong skill by mistake).

You can add any skills you need to the system and record each employee’s skills in their staff record.

If someone doesn’t clock in on the day, they’re shown in red, the optional Workflow module enables you to set up a no-show email alert to be sent to the relevant manager if required. It’s simple to re-plan and change the schedule accordingly.

Custom scripting

Simple scripting per shift (with no re-use) can be used ‘out of the box’.

Chronologic time and attendance software offers sophisticated rules scripting which can be tailored to precisely match your requirements. Scripting can be stored centrally and applied to the appropriate shifts with central editing capability for fast changes or updates. This can include the ability to calculate and enter money values on the timesheet automatically if required.

Shift allowances and complex HR data based calculations are facilitated using built-in scripting options for full calculation customisation. The system can apply further rules to a week or multiple weeks so that accumulated hours are balanced on a period basis for overtime / TOIL or flexitime calculations, etc.

To find out more – call 01761 410015email us or click chat to tell us what you’re looking for or to request an online demo.

The Chronologic Workforce Management System recognises the shift patterns unlike the previous system. We can create a shift exactly how we need it to be without any compromise. All the different shift rates are handled easily. Even the fact that we have different rates for different shifts and shifts are swapped all the time, the overtime calculations come out correctly every time."

Rowse Honey