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Employee scheduling is the core of the Celayix platform. We provide a flexible, powerful and easy to use employee scheduling tool. Easily create and edit schedules online, allowing you to manage your workforce more effectively, all while eliminating overtime and improving communication between supervisors and employees.
Employee Scheduling Software
Supervisors can manage their employees (alerted to people who are late, find replacements when someone can no longer work, and more) while being out of the office by using the mobile app. The system’s rules based engine supports many different scheduling approaches including traditional scheduling (one by one or autofill), self-scheduling, rotations, shift bidding, and more. Our employee scheduling software will allow you to manage your workforce more effectively, while eliminating overtime and improving communication
The Celayix platform includes Team Xpress, Time Xpress, Schedule Xpress, and Voice Xpress – that can be used separately or in unison so your employees can retrieve and confirm their work schedules online, through web, phone or mobile.
Staff Scheduling Approaches
Celayix can support many different approaches to scheduling employees. Although using scheduling software will improve the overall efficiency of your operation and allow you to focus on other approaches, the more automated an approach is, the higher the return on investment will be. Celayix does not restrict you to using one approach – many different approaches can be combined together when creating the schedule.
Some of the supported approaches include:
The one-by-one approach is where the scheduler goes through each shift and assigns an employee to the shift. This allows the scheduler to control the assignment but takes longer than other approaches.
Bulk Update and Assign
The bulk update and assign process is where the scheduler can select multiple shifts and assign to employees. Additional ways to enhance the workflow with this approach is to create a shift template that contains all of the shifts that need to filled. If the employee does not change, the template can be saved with the assigned employee. Otherwise, the shifts can be left as open and once the template is inserted, the scheduler can quickly assign the employee(s) to their shifts for that time specific time period.
To further automate the shift assignment process, schedulers can use the available exclusive Autofill feature. Autofill works as the name implies. Once the shifts have been created and entered into the schedule (or inserted via a shift template), autofill can be run to fill the shifts. Essentially this is a set-and-forget strategy or more likely a “set and go do other tasks” approach. Once the system has gone through and filled each shift based on your company rules, the scheduler is provided with the results of the Autofill run including those shifts that could not be filled due to a potential rule violation. These shifts can then be filled independently where the scheduler can knowingly override any business rules. This approach can save the scheduler a significant amount of time as they do not need to fill each shift themselves but rather lets the system automate the assignment process.
Self-scheduling is an approach where employees take the responsibility for managing their own schedules. In this approach, the scheduler will create as many shifts as needed and set to them to an open state. Once published, employees can login to Team Xpress, the employee app, and select whichever shifts they want. Celayix provides schedulers with the ability to set certain rules including how many shifts can be selected at one time, when people can access and more. Giving employees the ability to manage their own schedules has been shown to increase satisfaction and retention while reducing absenteeism. For the scheduler, this approach can lead to significant time savings.
Rotation based scheduling (sometimes called wheel scheduling) is an approach where employees, at the outset, are put into a specific sequence. Once the sequence is created, to maintain fairness to everyone, it does not change. When the rotation first starts, shifts are assigned from the employee in position 1, next to employee in position 2 and so forth until there are no more shifts available. At this point, Celayix will place a virtual marker on the employee who will receive the first shift when the next batch is available. If you go through the full rotation and shifts are still available, you start back at the top of the list. If an employee has indicated they are not available to work, they are skipped in the rotation and will have to wait until it comes back around to them. This approach ensures that all employees in the rotation group are treated equally when it comes to assigning available shifts. The rotation concept also has the ability to be combined with Autofill creating a powerful scheduling tool where shifts are assigned automatically with little scheduler intervention.
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Shift bidding is an approach where schedulers create their schedule and then ask for staff to indicate if they are interested in working (bid). Before the bid process starts, schedulers create the groups of employees who will see the shifts as they may not be available to everyone. Once these groups are created, the scheduler sends out a notification that bids are now being accepted. Employees who are notified can indicate their interest or decline to bid by using Team Xpress, the employee app. Once the deadline for bid submissions has passed, shifts can be allocated based on predefined rules. Employees are then notified whether or not their bid was successful.
Celayix also offers a Labor Forecasting tool that can help create open shifts based on the size of the event that is being held. The forecasting module will also take into account any minimum staffing levels that are required regardless of the event size. Once the labor ratios have been created, the scheduler only need enter in the number of attendees for the event at which point the labor forecasting module will generate all the necessary shifts. Once the shifts are created, they can be assigned to employees using one of the methods above (ex. Autofill or self-scheduling) providing huge time savings and flexibility over having to manually create and assign shifts. Using one of the automated approaches also ensures fairness in shift allocation.
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Celayix is a powerful, user-friendly scheduling solution that can accept all your business rules and allows the scheduler to control whether the rules will be followed or relaxed for specific scheduling situations. Some of the rules supported include:
- Overtime rules based on number of days and/or hours worked
- Defining weekday/weekend overtime rules
- Union / collective bargaining rules specifically outlining how employees will be assigned to shifts
- Ensuring only qualified and available staff are scheduled
- Age restrictions on certain shifts
- Employees not being sent to sites they are blacklisted from
- Ensuring employees are not double-booking
- Balancing work hours across employees helping to eliminate unscheduled overtime hours
Celayix can handle all of the above rules along with many, many others.
Celayix Software Employee Scheduling Module includes:
- Time Xpress – a supervisor app
- Employee availability
- Time-off requests
- Control meal breaks
- Custom reports and budgeting
Many companies ask their employees to submit their availability manually or via email. Celayix can help save you time and reduce errors by automating the process of collecting availability. This frees up time for the supervisors to focus on more important tasks rather than collecting and compiling the information they receive from employees.
Using Team Xpress, the employee mobile app, employees can submit their availability. They can use the app to change their availability as their personal life changes. This saves supervisors’ significant time by not having to collect and then put the information in a format that can be easily viewed.
When scheduling, Celayix allows you to search by availability first ensuring that only those employees who are able to work, are offered the shifts. In the case where someone calls in sick and a replacement is needed, Celayix will also take into account availability before providing a replacement employee.
With Celayix your organization can:
- Enable employees to submit their availability electronically (partial or full days) meaning no more manual processes
- Have schedulers see the availability information in the schedule view when creating schedules
- Allow schedulers to automatically take into availability when looking for someone to fill a shift along with qualifications, seniority, specific skills, and more