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Flexible Scheduling for Route Operator Company

A case study outlining how a Nevada-based route operating company uses Celayix shift-scheduling and time & attendance software to reduce scheduling time, eliminate overtime costs, and account for last-minute scheduling changes.

Organization 

“RouteOpX” (Company name confidential)

This route operator company operates and provides over 7,100 gaming devices across Nevada for bars, taverns, convenience stores, and grocery stores. 

Location: Nevada, USA

Industry: Hospitality – Casinos & Gaming

Company Size: 500+ employees

Challenges

With operations in the 7th largest state in the United States, RouteOpX faced the constant challenge of geography when it came to scheduling their hundreds of employees. A common phrase in the office was: 

“Geography in the route business is not our friend.” 

Even with several schedulers on the team, figuring out how to schedule who, when, and where was a difficult task. Accounting for vacation time and last-minute situations where employees couldn’t show up added unwanted complexity into the process. Typically, when a schedule was created, countless changes needed to be made. 

Route operators could be required to work at a moment’s notice to properly serve customers. More importantly, It’s important for schedulers to know where their route operators were located and their availability so they can service locations as efficiently as possible. Keeping tracking of all these details in the scheduling process was “brain-damaging”, according to RouteOpX’s Vice President of Gaming Development and Technology. 

Solution

RouteOpX needed a scheduling system that could accommodate variability in the business operations, and offer flexibility for last-minute situations.

Celayix was the perfect fit for their operational complexity. With past experience and knowledge from working with other hospitality/gaming clients, the Celayix team easily set up the system for RouteOpX. Celayix’s implementation team quickly set up a custom rules-based system for scheduling. 

“The Celayix team was very thoughtful during implementation, and were able to leverage past experiences for our benefit.”

VP, Gaming Development and Technology

Results

Reduced scheduling time by 87.5%

Previously, creating a schedule for two weeks used to take two hours – it only takes 15 minutes now with Celayix. Schedulers can easily use shifts in past schedules for current ones, or duplicate an entire schedule to use for the future.

Flexibility for last-minute changes and elimination of overtime costs

With Celayix, schedulers can easily make last-minute changes to shifts and employees will be notified in an instant. Celayix also made it easy for schedulers to find last-minute replacements to open shifts. The system automatically suggests available, qualified employees to cover and employees can easily accept shifts in an instant through the app. 

In addition, the system will not schedule an employee if it means they will be paid overtime. This helps RouteOpX reduce payroll costs, and mitigates employee burnout. 

Improved workforce management

Using the app, employees can easily update and submit their availability, location, and site preferences. Time-off and vacation requests are also submitted through the system and instantly communicated to the schedulers. The Celayix system automatically takes these into consideration when scheduling employees, taking a major load off of the scheduler’s mind.

“Geography in the route business is not our friend. Celayix has helped schedule our staff around that.”

VP, Gaming Development and Technology

By implementing a system that is flexible and adapts to operational changes, RouteOpX’s team can spend their time optimizing other areas of business operations.

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