Smarter Week

How to automate it

How to automate “build staff schedules and cover gaps”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, once a week
60%
of the time can be automated
Some setup
to set up

Fix 1 of 1

Software feature

Build schedules in a scheduling app with templates and shift swaps

Deputy, When I Work, Homebase, Connecteam and Shifts in Teams copy last week's schedule, respect availability, and let staff swap shifts with approval.

Typically saves about 50% of the time2 h to set up
  1. 1Load staff, roles and availability into the app.
  2. 2Save a template week and auto-fill from it.
  3. 3Let staff request swaps and time off in the app; you only approve.
  4. 4Connect it to payroll so hours flow through.

Tools: Deputy · When I Work · Homebase · Connecteam · Microsoft Teams Shifts

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Operations coordinator

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Operations coordinators