Introduce scheduling software one working week at a time

Choose the first team and the person responsible

Pick a department or team that can try a complete working week. Include employees with different levels of experience so you can see where instructions or help are needed.

Name a person who collects questions and shares the answers. Choose someone employees can reach during the rollout, and agree who helps when that person is unavailable.

Set a small number of goals for the trial: employees can find their shifts, understand a change and get help with a time entry.

Prepare the first schedule

Check employee details, departments, roles and the first week’s schedule before bringing the team in. Resolve questions about the setup while the group is still small.

Send a short introduction through a channel employees already use. Include the start date, the schedule location, the contact person and what happens to the old schedule.

Say which tasks are moving now. If the first stage covers scheduling, explain when time tracking will be introduced so employees know where to record hours in the meantime.

Let employees try the everyday tasks

1. Find the next shift, including its time and location.
2. Read a message about a change and check the updated schedule.
3. Show how to ask for help or report a mistake.

If time tracking is included, have employees practice clocking in and out. Let the employee do the task while someone is available to answer questions.

Introduce other functions as they become useful. Employees are more likely to remember a step when it relates to the shift they are about to work.

Review the first week

Ask about specific moments: Was a changed shift easy to find? Did anyone miss an entry? Which instruction needed explaining? Review the manager’s work as well as the employee’s experience.

Fix the cause of each problem. An employee in the wrong group needs a setup correction. Uncertainty about approving a swap needs a clear decision about responsibility.

Share the useful answers with the whole first team. Set another review after they have tried a shift swap or completed their first timesheet review before payroll.

Make the switch date clear

During a trial you may need to compare the new schedule with the old one. Employees should still have one clear answer about which schedule to follow on each day.

Choose a switch date, keep the history you need and remove outdated links or files from the places used for current work. Tell the team where future changes will be published.

Try the TitanPlan app with your team

Use the TitanPlan app introduction to practice the tasks employees will use most. If you need help with setup or a particular integration, arrange a demo around those questions before expanding the rollout.

Questions and answers