Coffee keeps us going! Yet behind every mocha and cappuccino can be an army staff that sprawls from worker to management, each one is key to the running of a profitable coffee house. These coffee businesses have a changing employee schedule, which can include extended hours, peak seasons and rosters of job positions in which staff are distinguished by skills and training. Therefore it is crucial that staff scheduling matches the necessary positions and matching peak periods, without leaving a coffee house either under or expensively over-staffed. Add to this potential FLSA and union regulations, along with time off allowances, and it becomes clear that employee scheduling at a coffee house can be challenging.
Knowing how to successfully run a coffee house is an art in itself, one that can be compromised by poorly managed scheduling systems. Spreadsheets and calendars can suffer from never ending to-and-from between who can work where and who can be designated to specific roles. Delivering a consistent service is not easy and it can be impossible without adequate staff coverage.
Thankfully, some companies have created shift scheduling software that is designed to work with coffee house management so that scheduling needs are best met. These often include free applications that provide a trial during which the number of employees or allowed time can be limited, or they can instead display adverts. While not all premium providers offer free trial opportunities, those that do run free trials let you decide which of the shift management programs befits your coffee house.
Coffee House Scheduling Software
Here is a list of three staff scheduling software applications with a brief description of each:
Snap Schedule scheduling software is a practical solution that will ease your everyday scheduling hassles. Scalable to unlimited numbers of employees, Snap Schedule helps you quickly create work schedules, assign tasks and duties within a shift, track overtime and labor costs, and gets accurate data with comprehensive reporting. With easy drag-and-drop, Snap Schedule scheduling software automates the scheduling processes and helps track staff assignments, leave requests, and labor costs.
KEY BENEFITS
- Schedule any number of staff (full-time, part-time, temporary, per-diem), positions, shifts, and locations
- Ensure adequate shift coverage and efficient personnel utilization while taking into consideration all time-off constraints, specific labor and overtime rules, skills, certifications, and preferences
- Spend less time on developing work schedules and on day-to-day changes
- Instantly see shift coverage, hours scheduled, overtime, vacations, and time off
- Reduce labor costs; avoid overtime and over/under staffing
- Print, export, and e-mail work schedules to staff and managers
- Keep work schedules, labor costs, and employee data in one place for complete reporting and analysis
The Snap Schedule Premium Edition gives you enterprise-class scheduling power and innovative workforce management features, including web and mobile access. Employees can remotely access their schedules, request time off, bid on open shifts, punch in and out, update their availability to work, and view the employee directory via a web browser or a native iPhone/iPad/WindowsStore app.
- Windows/Windows 8
Time Tracker scheduling software allows you to automate and analyze staff schedules quickly and efficiently. It tracks work hours, vacation, sick, compensation, refusals, reminders, availability and user defined other time. It analyzes past activity and prepares data for payroll.
Schedules are cross-referenced with vacation, sick, compensation and other time-off. You are alerted when they conflict. Time Tracker notifies you when specific reminders regarding an employee are due. It can alert you when an employee’s certification is about to expire, or that they are to attend a seminar or anything else that you choose. Time Tracker will monitor your employees scheduled times and warn you about errors such as double bookings or overtime situations. You can also track an employee’s refusals to work.
- Windows
DRoster Freeware Standard is an employee scheduling software tool. It is flexible and meets the needs of a wide range of people who have to manage shifts, schedules, and rosters. With DRoster you can schedule assignments quickly and react instantly to changes in your rosters and shifts, know your employees’ availability times, print schedules in a variety of reports, and export them in any format. There are no limits to the number of employees you can manage with it. DRoster is customizable – you can change any fields to fit your needs. With DRoster employee scheduling you have complete control of your staff rostering needs regardless of your organization’s size.
- Windows
Notes: Not all are downloadable desktop programs for Windows/Mac OS and some may be browser-based, online employee scheduling software that require high-speed Internet access. Be sure to read all systems and licensing agreements from the developer’s website to make sure you meet all requirements. At the time of publication, a free basic service (lite or cripple version) or a free trial version of all of these software packages is available from their manufacturer’s website. To take full advantage of a package’s features you may need to upgrade to a paid version of the software.
What Can Scheduling Software Do for You?
Scheduling software takes the hard work out of staffing, scheduling, and publishing work schedules, freeing you up to do more important things. It helps drive efficiencies and frees up staff to spend more time providing quality coffee.
- Spend less time creating and publishing work schedules. Scheduling software makes scheduling staff, editing information, analyzing data, and distributing employee work schedules easy and simple. Schedule any number of staff, assign shifts, stations, floors, breaks, and duties within each shift.
- Quickly fill a shift or find a substitute based on many criteria including job position, skills, availability, labor cost, work hour limits, and seniority.
- Prevent and alerts you to availability conflicts, duplicate shift assignments, overlapped shift assignments, and conflicts with scheduled time off.
- Know instantly where staff are assigned. No need to flip through pages of paper to see absentee, training, or overtime situations.
- Reduce the time to track and assign employee training, vacation and time off requests. Staff scheduling software keeps you up to date on who will not be coming in to work and why. Its comprehensive reports provide details on planned vacation, training, and time off hours for any time period you select.
- Reduce labor costs and avoid unnecessary overtime. Staff scheduling software lets you accurately track absences and forecast staffing needs to minimize over-staffing, which in turn reduces payroll costs. It automatically sums up employees’ work hours and costs; calculates overtime, on-call, time off, and incentive pays; and provides detailed cost reports so you know instantly if you are on budget.
- Keep scheduling and employee information in one place for easy access. Insert ID photos as well as employee contact information, authorized work stations, skills, available work hours for part-time and volunteers, and work hour constraints into employee records.
- Monitor attendance, work hours, and labor costs. Advanced coffee house scheduling software with time clock features lets you see exactly who clocked in and how your scheduled hours compare to the hours your employees are actually working.
