Productivity Tools

How to Use Online Scheduling For Your Work Team

Whether you are you a manager looking for a simple way to access and manage your employees’ schedules or an employee who needs help maintaining your work schedule, coordinating with fellow employees, and/or tracking your hours, online employee scheduling developed specifically for businesses could be the answer you’re looking for. With these employee schedule makers, you can easily schedule, coordinate, and track employee work hours and availability. Read on to discover how to use online scheduling for your work team.

Why use online employee scheduling?

Online scheduling is a great tool for both online and offline businesses to contact employees, coordinate schedules, and confirm hours. Employee scheduling apps lets managers and employees communicate during all steps of the scheduling process. Managers can assign hours and contact employees about schedule changes, while employees can update their schedules, request time off, log hours, and communicate with one another for shift coverage, all in one app. 

When I Work scheduling
An example of online scheduling on the When I Work app

This makes coordinating and communicating much easier–instead of using several different tools such as calendars, email, and phone calls, you can just use one calendar scheduling tool to form your schedule. No longer will you have to play phone tag to change your schedule or manually input the different availability calendars of dozens of people. Calendar scheduling tools streamline the scheduling process and leave you with more time to complete your important work assignments.

Online scheduling can even be used for customers. Instead of wasting time and resources on phone calls, customers can use an online booking calendar to pick a time that works best for them. This approach especially appeals to younger customers who prefer using laptops and smartphone apps to phone calls.

Online scheduling is especially useful for those working from home both long- and short-term. Online employee scheduling ensures that even when you’re away from the office, you can continue to communicate with fellow employees and customers. Many group scheduling apps include time tracking software and team messaging that lets you record your work hours while working from home and coordinate with colleagues throughout the work day. With many businesses currently switching to remote work, online scheduling is becoming more and more vital for businesses.

Google Calendar

How do employee scheduling apps work?

Each employee scheduling app works in a different, unique way according to the needs of its customer base. If you want to directly compare different employee apps to discover the best work scheduling app for your team, then check out our article 5 Best Work Scheduling Apps in 2020. This article includes examples of both paid and free emplyee scheduling software. For a more general overview, proceed to the next paragraph.

To begin using a scheduling website, you must first sign up for the service. After signing up, the app will combine and integrate your availability calendars. Then, you will be asked to set your schedule availability for meetings and/or shifts. If you are a manager or group leader, you can then invite other employees to input their schedules. From there, you can easily track and manage shifts by integrating all calendars and sharing your group calendar with everyone.

slack shift scheduling

Before signing up for a staff scheduling app, check out which ones integrate with the work apps that you already have. For example, Slack integrates with dozens of scheduling apps that allow Slack shift scheduling. Slack scheduling lets workers schedule shifts directly from an app that they are already comfortable with and communicate with one another about shifts on their Slack channels. Some scheduling apps, like Meekan Scheduling, include Slack bots that automatically schedule shifts and meetings. Microsoft Teams also includes staff scheduling through its merger with Microsoft StaffHub, which lets managers and employees create and request shifts from within the app.

The best employee scheduling software typically also doubles as time tracker apps that let you input your hours as an employee or confirm hours as a manager. Time card apps can ensure that employees don’t punch in before their shift begins and don’t work over-time. Hours tracker apps can also track employee productivity and make sure that work time is used productively.

Toggl time tracker

Most employee scheduling software include a free works schedule app with limited tools. For enterprises, a monthly paid plan will be necessary to expand access to your entire team and include features such as personal branding and SMS notifications

What else can employee scheduling apps do for me? 

Employee schedule makers include additional features that increase worker productivity and streamline management. Many include GPS location, internal communication, and payroll tools. Others ensure that your shift planning complies with local labor laws and that your employees are properly trained for their tasks. Before choosing which employee schedule maker works best for your team, check out which unique features are included in each package. For our recommendations, read 5 Best Work Scheduling Apps in 2020, or if you’re an Intercom user, check out An Overview of Intercom’s Scheduling Integration Apps.

Scheduling and time tracking software are vital tools for individual consultants, small businesses, and large enterprises alike. If you want to save time preparing schedules, communicating with teammates, and tracking hours, be sure to choose a staff scheduling app that best suits your work environment. 

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