Efficient scheduling made easy: a practical FAQ for busy managers

Employee scheduling shouldn’t feel like a weekly puzzle you dread solving – but for many managers, it sometimes (or often) does. Whether you’re coordinating a small team or managing dozens of employees across multiple locations, today’s workforce expects flexibility. And between juggling employee availability, last minute time-off requests, shift coverage, and evolving labour regulations, it’s no surprise that building a schedule (or let’s be honest… several schedules) can quickly turn into a full-time job.

That’s why we’ve pulled together the most common scheduling questions and challenges we hear from Canadian businesses looking to build better, smarter schedules… and have answered them!

It’s not just about filling shifts

Before we dive in, let’s take a minute to really understand why flexible and efficient scheduling is important.

Yes, it’s about keeping your operations running smoothly by having the right people in the right place at the right time to meet demand and deliver great service. But it’s also equally important for your schedule to show how much you value your team. Effective, well-thought-out scheduling shows your employees that their time and well-being matter and supports their work-life balance, which can ultimately boost employee satisfaction (and therefore, retention). Plus, when your team is happy and supported, your business runs better.

Sounds like a win-win, right? Let’s get into how you can actually make it happen…

We’ve heard it all – and built features to solve it

When it comes to employee scheduling, no two businesses are exactly alike. From last-minute shift swaps to staying compliant, we’ve heard it all.

Here are the top five concerns we’ve heard from Canadian businesses like yours (and – just as importantly – how we can help solve them):

How can I build schedules faster and with fewer mistakes?

Building schedules quickly and accurately starts with having the right tools and information in one place. With Payworks’ Time and Absence Management, you’re working within the same unified database as all our other workforce management solutions, meaning you’re working with an intuitive scheduler that leverages real-time data:

• Employee availability and approved time-off automatically sync into the schedule you’re creating.
• Tried-and-true templates can be applied in seconds, and features like drag and drop scheduling and colour-coded shifts keep you organized at a glance.
• You can streamline schedule creation with filters based on employee and shift attributes – ensuring every shift is covered by an eligible team member.
• You’re empowered to make faster, smarter decisions by viewing employees working across multiple schedules and displaying shifts that are assigned to another schedule.

The result? Schedules built in minutes, not hours – with everyone where they need to be.

How do I handle and communicate last-minute shift changes?

We get it… things come up. Whether it’s a no-show, a last minute time-off request, or another unexpected change, here’s how we help you respond quickly:

• No double entry and no confusion thanks to approved time-off flowing straight into your scheduling tool (and Payroll too!) through Payworks’ Absence Management.
• Open shifts can be filled quickly, since you can easily post open shifts for eligible employees to request to work. You’ll have the ability to either set up custom auto-approval rules or manually review and approve coverage requests.
• You only have to publish your schedule when you know it’s really ready (build and edit in Draft Mode).
• Timely notifications keep employees up to date with available shifts and schedules – keeping everyone on the same page.

The result? No more chasing texts! You stay in control with fast, clear communication.

Can employees swap shifts or pick up open shifts themselves?

Yes and yes (and without the chaos you might otherwise expect)! Here’s what our Employee Coverage Requests and Available Shifts features do for you:

• Employees can easily offer shifts they can no longer work to their coworkers, as well as request to work any open shift for which they’re eligible.
• Available shifts are posted to a digital shift board that’s accessible right from Payworks’ Self Service, making it simple for your team to both find and request to work open shifts.
• You can configure your settings to ensure your employees only see shifts that match their role and training, and that don’t conflict with their existing schedule.
• No group texts or sticky notes required – everything from trying to pick up extra hours or just needing last minute coverage happens in one place.

The result? More autonomy for your team; less micromanagement for you!

Can I assign shifts based on employee skills or preference?

You sure can! Here’s how the filters within our scheduler support matching the right people to the right shifts based on skills, preferences, availability, and more:

• You can apply filters like position, pay group or departments to quickly drill down to the employees for whom these shifts would be the best fit, then use Advanced Employee Assignment to view details like seniority and hours worked to make informed decisions about to whom the shifts should be assigned.
• Avoid scheduling mistakes and speed up the process by viewing only the employees who meet your pre-set rules when assigning shifts.
• It’s possible to override filters at any time to handle exceptions, such as adding or removing specific employees who don’t match the original criteria, like those outside of a filtered pay group.
• You can even assign position attributes to open shifts so employees can request the right match for their skills and availability.

The result? Building a smarter schedule that works for everyone on your crew.

How can I make schedules that are fair for my team?

We know scheduling can often be a source of tension if an employee feels like shifts aren’t assigned fairly. After all, fair scheduling builds trust and keeps your team engaged! Here’s how to build trust with your team using our Time and Absence Management solutions:

• Incorporate employee availability and shift preferences to assign shifts that respect personal time off, so you’re never assigning someone when they’re unavailable.
• Ensure shifts are distributed more equitably by viewing summaries that detail scheduled shifts for all and/or individual employees, including the capability to look at a specific day.
• Allow employees to pick up or offer shifts to colleagues, providing flexibility and autonomy.
• Use notifications to keep everyone in the loop so no one is left wondering when or if they’re working.

The result? Fair schedules that build trust and keep your team happy and engaged.

This is what flexible, efficient scheduling actually looks like!

Spend less time building schedules and more time supporting your team with Payworks! Here’s what you can count on:

• Real-time syncing of employee availability, shift changes, and approved time-off.
• Smart features that will save you hours every week, like automations, filters and templates.
• Empowered employees, thanks to tools that give them autonomy – and reduce your administrative work.
• Integrated solutions that connect scheduling, absence management, and payroll all in one place.

Your schedule should always reflect the unique needs of your team and your business, and we hope that by answering these questions, we’ve set you on the path to making that happen with a whole lot less stress! Want to see Payworks’ scheduling capabilities in action? Book a demo today – our team of experts would love to hear your feedback and answer any questions: https://www.payworks.ca/landing-pages/campaigns/book-a-demo.