How do I prevent overstaffing?

Scheduling staff is a complicated process, and cross-training staff members while scheduling multiple departments can make scheduling a nightmare. When working with multiple departments, it is sometimes possible to short staff one department by over staffing another department. Over staffing one department will create a cascade of problems, from upset staff members to increased overtime.

TimeForge’s “short staffing rules” allow administrators and management to create daily templates and Normal Week templates, which will be used as a base-level schedule for other schedules and departments. TimeForge will warn management if they exceed the departments or schedule staff who are listed to work on another schedule or template in an overlapping time period. You’ll need to modify your Schedule Templates to set up short staffing rules and prevent over staffing. Below are instructions for adding and modifying your Schedule Templates and Weekly Templates. If you have already done something that is described in a step below, just skip it.

Go to Templates

Go to Templates

Navigate to the Schedules tab and click on Templates.

Create or Edit a Staffing Template

Create or Edit a Staffing Template

Start setting up short staffing alerts by creating a new template or editing an existing staffing template.

Edit the Template Properties

Edit the Template Properties

Edit the Properties for the template.

Set the Day of Week for the Template

Set the Day of Week for the Template

Specify the day of the week for the schedule template, so TimeForge knows which day of the week you will normally use the template.

Go to Weekly Templates

Go to Weekly Templates

Navigate to the Schedules tab and click on Weekly Templates.

Create a Weekly Staffing Template

Create a Weekly Staffing Template

Add or modify your weekly templates.

Specify the Normal Weekly Template

Specify the Normal Weekly Template

Create a Weekly Template which includes any necessary templates.

In the graphic above, the Weekly Template uses a template on Monday, Tuesday, and Wednesday. Other days of the week do not use templates.

To ensure that TimeForge uses the Weekly Template for short staffing alerts, choose the Normal Week check box.

If you are not using departments, you are finished at this point.

Build Another Template for a Different Department

Build Another Template for a Different Department

Short staffing alerts are triggered when Normal Week templates indicate that there may be a shortage in staff members for a particular department or location, by comparing the departments to the schedules and Normal Week templates of the other departments.

To see the template warnings for short staffing, build templates for the other departments, and make sure to set the day of week.

Create Another Weekly Template for the Second Department

Create Another Weekly Template for the Second Department

Make sure to set up another weekly template for this department, and set it to be a Normal Week.

Set Up the Shifts in each Template

Set Up the Shifts in each Template

Add shifts to your templates. If the shifts that are added will cause your business to be short staffed, TimeForge will warn you. Additionally, if staff members are placed in conflicting templates or departments, TimeForge will warn you.

Detected Shortages will Trigger Warnings

Detected Shortages will Trigger Warnings

A shortage warning will appear if short staffing is likely to occur based on what is normally worked in a work week.

Schedule Staff Shortages Show Alerts Too…

Schedule Staff Shortages Show Alerts Too...

In addition to Template warnings, TimeForge’s short staffing alerts will notify management when the schedule exceeds or overlaps with Normal Week templates for other departments.

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We are one year into it now, well past being enamored with the newness. We are married to TimeForge. It's as essential to us now as any of our management tools today, and we very happy about that.- Steve @ Hermosa Cyclery
We really like the program so far. I know that it is geared towards restaurants, but we are a real estate company and we love it because it is inexpensive and it is so easy to use.- Nicole @ Exit Premier Realty
The Timeforge scheduling system has not only increased our efficiency tremendously; decreased the errors in what is normally an error prone environment; it has also saved us ten times what it costs us each month.- Michael @ Tiara Cafe
I would highly recommend TimeForge to anyone making work schedules. ... What used to take 1-2 hours, now takes 15 minutes. The reports section is comprehensive and useful.- Lawrence Payne @ Mid Pacific Country Club
I've been really pleased with this latest version of TimeForge. I'm really getting familiar with this program and its become a great time saver! Keep up the good work!- Loren @ Fresh Produce
Before using TimeForge, creating a schedule took 2 hours. With TimeForge, it takes less than 10 minutes.- Gail @ Kerr Drug

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