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
Record keeping is impossible if you are creating the rota manually.
If you need to keep records, have the computer generate them for you. Why not use the computer to do any
calculations and presentations you have to have.
The important activity of making and keeping records is an essential and integral part of management. In
many instances it is also a legal requirement. The Working Time Directive instructs as a matter of law to
keep records about the hours staff work and their holidays.The purpose of a record is to provide accurate,
current, comprehensive and concise information concerning your staff. It is there to provide evidence that
may have to be produced in court, that your organization has not broken the law. The records can also
produce a baseline for improvements to be judged against. Visual Rota can be used to keep the following
records.
•
The shifts and hours worked by all the staff.
•
The holiday entitlement of each employee
•
The holidays taken by each employee.
•
Visual Rota is a computer record and can be kept up to date as events occur, so it is always relevant and
accurate.
•
The advantages of using a computer program such as Visual Rota, is that it's calculations regarding
employment are 100% accurate, they are legible and when printed off are an indelible record.
•
The type faces are always clear and unambiguous, they can be easily checked for accuracy, and changes
to the record can be commented, timed & dated.
•
The computer records are primarily to serve the organisation against indiscriminate claims of
negligence and spurious litigation.
•
They are proof positive of past actions and working practice by the organisation as being acceptable to
employees and management.
•
The records cannot be removed and destroyed without copies being readily available.
Creating one week at a time is about the limit of human endurance if it is done manually. 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. Then try to
maintain the records for the year from frequently changed pieces of paper.
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
Our experience isn’t just in helping businesses
create and manage their operation. Its about
building relationships. We strive to become a close
and trusted advisor. providing timely innovative
insights that help keep the business ahead of their
competitors, market trends and life events.
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