C-DESK TECHNOLOGY
ONE LINK IN THE CHAIN OF SUCCESSFUL SHIFT OPERATIONS
The traditional method (pencil and paper) of staff scheduling
Take the original copy, overlay with comments,
corrections, changes, crossing outs, chaos.
Then someone has to check time sheets to correlate
with the schedule.
It's time consuming and error prone
Equipment requirements. A long sharp pencil, a large eraser, a ruled sheet of paper,
a quiet place where there are no interruptions (perhaps your home), a couple of
hours, a phone, plenty of patience.
Procedure.
1. Write down everyone's name and date.
2. Write in the staff's necessary permanent shifts (i.e. meetings, case
conferences).
3. Write in fixed shifts such as holidays, training.
4. Write in requests from the request book, usually days off .
5. Write in days off.
6. Start with the highest qualified staff and write in their shifts, going left to
right and downwards.
7. Carry on writing in shifts of the lessor qualified staff to fit in.
8. Count the numbers of staff on duty on each shift and adjust accordingly.
9. Make the hard copy to show the staff for reaction (the closer to deadline the
better, since there is less opportunity for dissent) and alterations.
10. Negotiate with other managers over the use of staff where there is over-
staffing or under-staffing.
11. Try to provide a quality service, lacking the facts to make it work.
Creating one week at a time is about the limit of human endurance. Each week will be
different, we can’t simply repeat the same week, week after week, because the list of
requests for staffing numbers and their requests for days off will be different.
VisualrotaX is a shift scheduling system designed for organizations with complex shift patterns,
particularly those operating 24/7 with variable staffing levels or with non-standard hours. It helps
manage schedules, track absences, handle holidays, and optimize staffing levels. It has the ability to
create and manage intricate shift patterns and its helpfulness in ensuring adequate staffing, improving
efficiency, and tracking individual staff records is second to none. It is specifically designed to create
new shift operations based on existing data and staff contracts exposing any pitfalls and providing the
ability to simulate new solutions. It is a powerful tool that has the unique capability to overlay annual
workload patterns onto any shift pattern and expose any flaws, such as overstaffing and understaffing in
hourly, or shorter, time steps for the whole year.
Key features and benefits of VisualrotaX,:
Shift Pattern Management:
VisualrotaX excels at creating and managing various shift patterns, including those with rotating or non-standard
hours.
Absence Tracking:
The system effectively tracks absences, including sickness and holidays, which is crucial for maintaining
adequate staffing levels.
Holiday Management:
It assists with holiday allocation and ensures proper coverage when staff members are on leave.
Improved Efficiency:
By optimizing staffing and managing absences, VisualrotaX can contribute to reduced overtime, increased
efficiency, and better resource allocation.
Ease of Use:
Most managers have found the system easy to learn and use, particularly for managing complex schedules.
Detailed Reporting and Insights:
VisualrotaX provides visibility into staffing levels, individual staff records, and overall operational performance,
enabling data-driven decision-making. The data can be exported into Excel for more detailed analysis so
comparisons can be carried out from month-to-month, and year-to-year.
In summary: VisualrotaX is a well-regarded tool for organisations managing complex shift patterns,
offering features for efficient scheduling, absence management, and staffing optimisation.
© 2025 C-Desk Technology
Experts on Shift Operations and Scheduling
Tel:01636 816466 | email: alec@visualrota.co.uk
Old Vicarage, Rolleston,Newark, GB NG23 5SE
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