Scheduling is the key purpose you are here. All the other features of the system support your business and can save you money and time, but you want to create a schedule for your staff.
Once you have planned how many people you need for certain periods, it is time to put names into the rota. For that, you need all your employees to be listed in the system, together with all the relevant information (name, position, pay rate, etc...).
There are numerous system fields to cover regular info, should you need anything extra, you are able to define maximum 5 more fields for your own use.
Staff availability is the next key information, when you start preparing your schedule. Different industries and different companies require different approach to staff availability. The two main solutions in CUBE Rota are:
If the trio of plan, employee database and availability is set, you can actually start scheduling by dragging available employees to the rota.
Do not forget! When preparing the schedule, take as many employee preferences into account, it improves loyalty and retention therefore helps reducing staff turnover :)
You can keep working on your planning and scheduling, save it whenever you want, it won't be shared with your employees until you deem it finished.
Once you finalised it, you can publish it, meaning your staff will receive it in the format you set up.
Agencies can also send it to their customers, either at the same time as to their employees or after confirmations received from staff.
There are multiple ways to communicate it:
Your employees will have to confirm receiving the rota. It is entirely up to you if you also require accepting it, leaving them the option of rejecting some shifts. It is also your decision whether you allow your staff to swap shifts, with or without managerial approval. This function can be enabled/disabled in the system.
The system enables you to monitor and log employees working hours, late arrivals, time taken on breaks and absenteeism.
It also helps to control labour costs by reducing over-payments, which are often caused by paying employees for time that are not working, and eliminates errors caused by miscommunication.
It can also be used to ensure compliance with labour regulations as proof of attendance.
You can grant read-only access to your employees to the T&A data, so they can always be up to date with their worked hours and remaining holiday allowances.
Shift managers, event supervisors, head-waiters, store managers - whoever is in charge of administering the time-sheets - can use the system to record start and finishing times for each employee.
Break start and finish times can also be recorded in the system with the relevant information whether paid or unpaid for payroll purposes.
GPS and biometric clock-in and clock-out possibility linked to the time and attendance feature makes the time keeping 100% accurate and reliable, perfect basis for your automated payroll.
Proper holiday administration is frequently overlooked, creating uncertainties amongst staff as well as leaving managers unaware of underlying issues.
Moving your holiday approval process into the CUBE Rota system will also ensure proper administration, keep staff aware of their remaining holiday entitlements and avoid unapproved holidays.
Bigger organisations also tend to struggle year-end holiday management, if you are amongst those, you can expect significant improvement on this field as well.
On top of the 'standard' notification of publishing the rota for certain periods or events, there are several other possible alerts and/or reminders.
Either you or your employees can set up alarms to remind them of upcoming shifts.
You can also send out push notifications before shifts start.
Details of certain shifts can also be sent to staff, including address and shortcut to map of the location of the shift/event; special uniform requirements can also be sent.
Staff can also send messages to you or each other, although this feature is only available in the PRO package.
Pop-up notification can be used for finding urgent covers or informing staff about last minute changes.