Tracking staff availability can be a daunting task, especially in industries where employees work variable hours or are assigned to different shifts such as those found in healthcare. Without an efficient system, businesses can face all sorts of problems including but not limited to scheduling conflicts, missed shifts, and overall workforce inefficiency.
Managing employee availability manually is time-consuming and errors can easily be made. This inevitably makes it challenging for managers and consultants to create optimised shift schedules.
The solution lies in adopting a platform that allows for real-time availability tracking, seamless scheduling, and better communication. The YouRecruit platform along with the WorkTracker staff availability app, provides a simple and effective way to manage employee availability with ease.
By implementing this software, businesses can gain real-time insights into staff schedules. This makes it easier to ensure that shifts are adequately filled. Employees can update their availability, managers can track hours worked, and businesses can optimise operations while reducing the administrative burden.
Benefits of Tracking Staff Availability
Tracking staff availability can significantly improve scheduling efficiency and overall team coordination. Some of the key benefits of using an automated system for availability management include:
- Real-Time Updates: Employees can update their availability in real time, making it easier for managers to allocate shifts and adjust schedules accordingly.
- Reduced Scheduling Conflicts: By having a clear view of each employee’s availability, businesses can reduce the chances of scheduling overlaps or gaps.
- Improved Efficiency: With accurate and updated availability information, businesses can create schedules more effectively, ensuring that staffing levels match operational needs.
- Increased Employee Satisfaction: When employees can easily communicate their availability and preferences, they are more likely to feel valued and engaged.
Features of WorkTracker for Tracking Staff Availability
WorkTracker, a mobile timesheet app integrated with the YouRecruit platform, is designed to simplify staff availability management. The app offers a variety of features that help businesses track and optimise employee availability effectively:
1. Real-Time Availability Tracking
WorkTracker allows employees to update their availability directly in the app, giving managers an up-to-date overview of who is available to work. This real-time tracking helps ensure that shifts are filled quickly and that there are no last-minute scheduling conflicts.
- Employees can mark their availability based around their personal life or specific work preferences.
- This visibility enables managers to make informed decisions when allocating shifts or staffing teams for a project.
2. Mobile Timesheet Integration
WorkTracker integrates timesheet functionality, allowing employees to log their hours immediately after their shift ends. This makes tracking work hours easier and more accurate. When employees submit their hours directly through the app, there are no delays or errors in timesheet data, providing an accurate record for payroll and scheduling purposes.
- Timesheet submission and authorised signature verification after each shift ensures that all hours worked are documented in real time.
- The integration with scheduling and availability features creates a seamless workflow for both employees and consultants.
3. In-App Notifications
WorkTracker’s notification system ensures that both managers and employees are always up to date. Managers can send out notifications about shift assignments, changes to schedules, or reminders for timesheet requirements. Employees, in turn, receive notifications when their availability is confirmed, or if there are any changes to their shifts.
- In-app notifications make sure that staff are always informed, reducing the likelihood of missed shifts or scheduling mistakes.
- This feature fosters better communication between managers and staff, improving coordination.
4. Pre-Assigned Shifts
Managers can pre-assign shifts in advance, based on real-time availability data, ensuring that temporary employees are scheduled appropriately. This feature helps businesses plan ahead and avoid last-minute rushes to fill open shifts.
- With pre-assigned shifts, employees receive their schedules ahead of time, providing them with the ability to plan around their work commitments.
- This reduces the stress of constantly changing schedules and allows for better personal planning.
5. In-App Calendar
WorkTracker’s built-in calendar makes it easier to manage shifts and track employee availability. The calendar provides both managers and employees with a clear, visual representation of their work schedules, upcoming shifts, and any scheduled time off.
- Employees can easily see their upcoming shifts, making it simple to communicate any changes in availability.
- Managers can quickly spot availability gaps and make adjustments without the need for manual tracking or back-and-forth communication.
6. Customisable Branding
WorkTracker offers customisable branding options, allowing businesses to incorporate their logo and brand colours into the app. This customisation enhances the company’s brand identity while giving employees a more personalised experience when using the app.
- Branding the app with company logos and colours creates a sense of familiarity and pride among employees.
- A branded app provides a seamless user experience, strengthening engagement with the workforce.
The Role of Temp Manager in Staff Availability Management
For businesses that rely on temporary workers or mobile employees, the Temp Manager module within the platform plays an essential role in tracking staff availability. The Temp Manager module is designed to streamline scheduling, shift allocation, and timesheet management for mobile employees.
Here’s how Temp Manager supports businesses in managing staff availability:
1. Real-Time Availability Monitoring
Temp Manager allows consultants and administrators to monitor real-time staff availability across multiple teams or locations. Managers can instantly access availability data for all temporary employees and make adjustments to schedules based on this information. This feature helps prevent miscommunication and ensures that the right staff is assigned to the right shifts.
2. Efficient Scheduling
The Temp Manager module enables businesses to allocate shifts based on employee availability. By having a clear view of who is available to work, managers can schedule shifts more efficiently, ensuring that there is always enough coverage for each shift.
3. Employee Work Compliance and Essential Documentation
Temp Manager ensures employees meet work compliance requirements by maintaining accurate records of essential documentation and training. Managers can track certification, and mandatory training completion to ensure all staff are qualified for their roles. Automated reminders for renewals help businesses stay compliant with industry regulations and ensure employees remain ready and compliant for work.
4. Timesheet Approval and Compliance
Temp Manager also streamlines timesheet approval and compliance tracking. Once staff members submit their timesheets through WorkTracker, the Temp Manager module reviews and approves them based on pre-set rules. This ensures that payroll is processed accurately and on time.
- Compliance with working hours, breaks, and overtime can be automatically tracked within the system, reducing the risk of violations.
5. Scheduling Flexibility
With Temp Manager, managers have the flexibility to adjust shifts in real time as staff availability changes. If an employee becomes unavailable or if there’s a last-minute need for additional coverage, managers can quickly access updated availability and reassign shifts.
Boosting Employee Engagement and Satisfaction
Tracking staff availability is not only about efficiency—it’s also about employee satisfaction. By using a workshift appointments app like WorkTracker, businesses can empower their employees to manage their own availability, and communicate their preferences clearly. This level of transparency and flexibility leads to a more engaged and satisfied workforce.
Here’s how employee engagement can be improved:
- Empowerment: Allowing employees to manage their own schedules and availability fosters a sense of ownership and control.
- Clear Communication: Real-time availability tracking and in-app notifications ensure that employees are always informed, reducing misunderstandings and increasing satisfaction.
- Flexibility: Employees are more likely to stay engaged and committed when they have the ability to adjust their availability and manage their shifts on their own terms.
Conclusion
Efficient staff availability management is essential for smooth operations in businesses that rely on temporary or flexible temporary workers. The YouRecruit platform along with the WorkTracker workshift appointments app, ensures companies can easily track real-time staff availability, reduce scheduling conflicts, and streamline payroll processing.
The added features like pre-assigned shifts, in-app notifications, customisable branding, and real-time availability updates provide businesses with the tools needed to optimise scheduling and improve communication.
If you’re looking to improve your scheduling efficiency and manage staff availability with ease, YouRecruit and WorkTracker offer an integrated solution tailored to your needs. Have a look at the other core modules, Temp Manager, Workforce compliance and Job board multiposting. There are many other features for you to explore within the platform.
For further information or to schedule a demo, feel free to Contact us. We’d be happy to assist you in getting started with our platform and help you streamline your staffing processes. We look forward to hearing from you soon!