Creating a Staff Roster the way you do… …monitoring & analysing activity the way you would...

Creating a Staff Roster the way you do…

…monitoring & analysing activity the way you would want to!

Has been designed to bring time and cost saving efficiencies to the hours spent creating a rota, reconciling staff timesheets and producing a

payroll output

Our customers include

• Care Homes• Hotels• Leisure Centres• Golf Clubs• Theatres• Tourist Attractions• Retail Outlets• Supported Living

Providers

Let’s first take a look at the Rota Screen

and see how the design of the software means that everything you need to record or change is found on the Roster screen

Just like you do at present but with pencil and paper!

Here’s an example of the main Scheduling screen

All the information you need is at hand

All the information you need is at hand

Automatic comparison vs. Contracted Hours – with

colour coded warnings - if hours are exceeded

All the information you need is at hand

A person can belong to two or more job functions or

locations

Colour Coding shows you instantly what job function the employee is working in

Here the employee is working 3 shifts as a Senior and ‘Acting Up’ as a Team

Leader on one shift

All the information you need is at hand

Staff can also be automatically paid at

different rates for working in different job functions

Just putting them on the rota in each job function will guarantee this will

happen

And ease of use is a

key design feature

throughout the software

All the information you need is at hand

Confirming the details of a shift

Tooltips are used to show instant relevant

information as the cursor is moved

around the screen

Helping you make more informed decisions about who is used to fill

any spare shifts on the rota

Providing contact and pay rate information

The rota screen is also an easy way for you to record any

holiday, sickness, training or other absence type...

...and the software will automatically report on any

absence for any employee or any date range

Take a look at the following screens

Any ‘absence’ can be recorded on the rota by just a right click

Training for example - Right Click on the day of the training and this window appears

You can define any training courses (or any ‘absence’ reason) specific to your

organisation

Any ‘absence’ can be recorded on the rota by just a right click

Absences are colour coded to highlight them on the rota – and tooltips confirm the detail of each as you

pass your cursor over any day

And Holiday records can be viewed directly from the rota for

any employee

Holiday hours queries

Clicking on this icon button reveals a handy look up screen that allows you to answer staff queries on

holidays taken and remaining instantly

Creating Your Rota

Notice that the current shift ‘names’ you use

– such as N for Nights, 8-4, L for Lates, etc –

can remain

Creating the Staff Schedule

Click to select a Shift from this list…

…and then click on the square to put these hours on the rota

EASY!

Creating the Staff Schedule

And if the shift is not one that is usually worked that’s no problem...

…simply right click on the rota and select the Add Shift option

Creating the Staff Schedule

Then simply ‘draw’ the times of the shift on the time grid

Creating the Staff Schedule

The shift you have created can then be added to the list of standard shifts if required

…and then select the pay rate that the employee is to be paid at

If you have staff that work some ‘regular’ shifts in any week or within a repeating

pattern…

…then these shifts can be automatically placed on the rota for you each week

Creating Your Rota

The Ideal Rota

The Ideal Rota allows you to easily define the regular shifts any

person works in any repeating weekly pattern...

…effectively it allows you to set up a ‘template’ rota which the software then uses to create the basis of

the rota for any future week

The Ideal Rota

Clicking on the Ideal Rota button changes the background colour so that you can see that you are not

working on the live rota

The functions you then use to create or modify the Ideal Rota are the same as you have seen for the

live rota. So it is simple and consistent to use.

The Ideal Rota

To create a new rota you simply click on the ‘Copy From’ function...

...and you’ll then be presented with a range of options which allow you to select exactly what you

want to create in the ‘Live Rota’

The Ideal Rota

An alternative ‘Coverage’ view of the staff schedule...

…provides a simple visual check that the rota has no ‘gaps’

Creating Your Rota

Achieving the Correct CoverageThe Coverage View

Red highlights periods of under cover on any day in any job function

Simply click on the period that you want to fill and a list of available employees will be displayed

And green shows periods where you have the correct

coverage

Achieving Correct Coverage

The screen confirms how many staff are required to fill the ‘gap’

And provides definable criteria to make finding

suitable staff easier

The availability of any shift can be advertised to any suitable staff by

text message or e-mail

Achieving Correct Coverage

Clicking on any employee name will show you the details for the day...

You can see here that this person is already working in the morning...

...so you can see if it is practical to give them the

suggested shift on the day.

...therefore asking them to work this shift as well would put them on duty from 8am until 8pm

Achieving Correct Coverage

Clicking on OK to accept the extra shift automatically updates the rota

You can see here that this person is already working in the morning...

This amendment can then be confirmed with the employee by text

message and/or e-mail

So you’ve created your rota

…now you want to reconcile it to the actual attendance

times of the staff

Attendance & Payroll Analysis

Can be supplied with or without

staff clocking terminals

So you can simply authorise that shifts on the rota were

actually worked…

…or ask your staff to record their attendance electronically using a

variety of devices like these…

…which then automatically compare the times of the

shifts on the rota

…the actual times from the staff attendance records

AGAINST

If the attendance times agree with the rota then the shift is automatically analysed to the

correct pay rate

…and if not you are automatically warned to

authorise any extra or shortfall in the shift hours

That means any period of

additional or short time

CAN NOT be paid

unless it is authorised

Look at the following slide

Payroll Analysis

The Exceptions Summary view shows only the discrepancies between the hours on the rota and the

actual times of the staff for the chosen period

Payroll Analysis

A RED block shows a period where the person was on a shift but DID NOT attend for any time

A BLUE block shows a period where the person was present but was NOT on a shift on the rota

Payroll Analysis

Right clicking on the screen will allow you to see a colour coded ‘story’ of that day…

…and approve or disallow any additional or short hours at any pay rate

This function means that no additions or shortfalls in time will be paid UNLESS you approve it

Employee hours can then be output to many leading payroll packages

including:

Sage, Pegasus, Access, Star,

Northgate, Agresso and Swan

These are just some of the main features in

The software also provides…

• Multiple Pay Schemes/TUPE functionality• Personnel Module & Diary Alarms• Budgeting & Forecasting facilities

• Holiday Records & Sickness Trends reports• Automated e-mailing of any report

• Financial Report Generator

…and much more

And the cost?

Less than you’d think!

Prices start from just £575 plus VAT for a 25 staff system without

clocking terminals

And begin from £1250 plus VAT for 25 staff including a fingerprint reader to record staff attendance electronically

So move on from calculating manual timesheets and pay analysis...

Sensible functionality for today’s businesses

Complete package with options to suit your needs

Back up and support from a UK software house serious about customer care

Value for money and flexible solution

For more information or to arrange an on-line demonstration of

Call us on:

0845 225 7615

e-mail us on:

info@easylog.co.uk

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In the meantime, here are a few pictures of clocks!

We look forward

to hearing from you

Tel: 0845 225 7615 www.easylog.co.ukinfo@easylog.co.uk

Tel: 0845 225 7615 www.easylog.co.ukinfo@easylog.co.uk

Tel: 0845 225 7615 www.easylog.co.ukinfo@easylog.co.uk