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How to reduce the amount of time you spend on scheduling

From restaurants to retailers, hotels to health clubs – scheduling is a vital part of running an efficient business. Making sure you have enough ..

From restaurants to retailers, hotels to health clubs – scheduling is a vital part of running an efficient business.


Making sure you have enough staff working at any one time to meet the demand of your customers is essential for ensuring your business is successful and makes a profit. Furthermore, ensuring your staff are working enough hours at the times they want to work will keep them happy and make your life easier.

And we know there are still some of you out there doing all of this with pen and paper or a spreadsheet. We also know that whenever the schedule changes, you have to manually adjust it. If someone swaps shifts, names will be crossed out and penciled back in. If someone calls in sick, we know you’ll be frantically ringing around trying to find someone to cover them.

This is a huge amount of unnecessary work. The good news is it doesn’t have to be this way. We think we have the best mission statement in the world: “To create a smiling workforce.” And to do this people should be spending time doing the work they love, not wasting time on administrative tasks like scheduling that can easily be automated.

The easiest way to reduce the time you spend on scheduling is to use an intelligent scheduling solution like Quinyx which will do it for you, ensuring you always have the right people, in the right place, at the right time.


All the questions you ask yourself when creating a schedule like...

  • Do we have the right number of staff, supervisors and managers?

  • Have we planned appropriately for our busiest periods?

  • Are we compliant with the law and staffing agreements?

  • What happens if someone calls in sick?

  • Are we on budget for what we’re spending on staff overheads?

...are answered within Quinyx. This means tasks which often took days to complete, can now be done in minutes. London City Airport use Quinyx as their scheduling solution and, as their HR Airside Business Partner, Michelle Truss, explains, the amount of time they now save is having a significant impact.

“We used to have a lot of manual processes so it was a big leap forward to take Quinyx on,” she says. “Manual rostering used to take each department at least a couple of days a week and that was without the ongoing upkeep of managing leave requests and shift swaps. Since we’ve started using Quinyx it’s increased the speed it takes to process our rosters and reduced the time it takes us to do them by 50%.”

This sentiment is echoed by Paul Griffiths, Head of Operations at the Mary Rose Museum, who has been using Quinyx for over 3 years.

“From my perspective, one of the biggest benefits is the amount of time we save because my staff are not spending staring at computer screens or spending hours and hours phoning around trying to organise shift cover.

We can open up a shift one day and it’s filled the following morning. It just saves so much time and effort. This means the team are able to dedicate their time to what they should be doing, which is looking after the visitors to the museum. We have 350,000 visitors a year and I want my staff to be focussing on them not on pieces of paper and old Excel spreadsheets.”

By saving time through optimising and automating your scheduling you can save money, boost productivity and increase efficiency. If you’d like to find out more get in touch and speak to one of our experts.

Use our ROI calculator to see how much you could be saving with Quinyx

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