Staff Scheduling

Setting up your staff schedule is quick and easy. Once you set up your locations, positions and preferences (day of week, view mode, etc.), you can quickly import your employees via excel spreadsheet.

Inviting your employees to DigiQuatics is easy. Once you create their profile, we’ll automatically send them an email and text message invitation to log in and get on-boarded straight from their phone!

Staff are always in-the-know. They can access their schedule anytime from their phone, get reminded about upcoming shifts, and trade shifts with the click of a button. They can even sync their schedule with Google Calendar, iCloud Calendar, and more.

DigiQuatics Staff Scheduling is web-based. No need to worry about installation, just open your browser on any desktop, tablet, or mobile device and build or adjust your schedule on the go!

Have a special event or just need to let staff know about something important on the schedule? Simply create a schedule note on that day and they’ll be able to see the details when they view their schedule on any device.

Have a 15 year old on your payroll? It’s easy to make sure they don’t get scheduled outside department of labor rules. Any underage employee (based on their birthdate) is highlighted so you know to take extra precautions when scheduling them. Also, we’ll make sure you don’t double book employees by alerting you with shift conflicts.

Staff no longer have an excuse for not knowing their schedule. They can view their own schedule on any device, 24/7. The schedule is always up-to-date, so there’s no old copies laying around. Staff are even alerted instantly when the schedule is published so they know what shifts they have been assigned!

There’s always human factors. For example, you know which employees you can trust opening shifts to, or which lesson instructors are best. Assign your must-haves in the schedule first, then let Auto-Schedule fill in rest of the gaps!

Auto-Schedule maximizes the availability and desired hours of all employees first. Shifts are spread across all staff up to their desired hours before starting to go up to max weekly hours, so you can keep the schedule fair and consistent across staff.

DigiQuatics allows each employee to input and manage their own work availability, on any device. Once they enter their availability, it automatically integrates with the staff schedule so you can quickly see who can and can’t work a shift. You can even lock the employee from changing their availability while you schedule, so you don’t have to worry about things changing on you!

Employees can make time off requests directly from their mobile device, tablet, or PC. Managers are alerted automatically via text or email for approval. Once approved, employees are automatically alerted that their request was approved or denied. Then this information is logged and integrated into the staff schedule to further identify who is eligible to fill shifts.

Employees can see open shifts when viewing their own schedule and they can get alerted when an open shift is published to the schedule. Then, they simply click on the shift and sign up. Once approved, the open shift automatically moves to their schedule.

You can easily monitor the number of open shifts on your dashboard. When staff sign up for an open shift you can get alerted via email or text message to get approval done instantly so the shift then moves to their schedule automatically.

Employees can easily request a sub for their shift on the schedule. An automatic alert is sent to other staff members who are eligible to cover the shift. No more texting or calling the contact list to try and get shifts covered.

Another employee can accept the shift from any device. An alert can be sent to managers letting them know the sub request has been accepted and is waiting manager approval. Once approved, the employee and sub are both notified and the schedule is automatically updated! If denied, the sub request remains available for another employee to pick up.

Is your staff schedule similar during a given season or program sessions? Great! Simply create a standard schedule (unassigned or assigned to employees) and then save the template for future use. You can create as many templates as you’d like and delete / edit as needed.

Choose from one of your saved schedule templates to load all the shifts in with one click! Depending on whether you saved your template with employees assigned to shifts or not, your new schedule is ready to publish or ready to fill.

No schedule template is perfect. You need an extra employee for a special on Friday night? Simple. Once your schedule template is loaded, you can make easy additions or subtractions to the schedule before published and even save your new schedule as another template for use down the road!

Quickly export your staff schedule to excel to get a detailed report of your real labor costs. You can easily look at total hours, waves, and payroll expenses during any given time period.

When scheduling employees, approving open shift sign-ups or sub requests, DigiQuatics automatically alerts you if your staff member is going over their set weekly hours. You can override if needed, or find another staff member who has a few extra hours free before hitting overtime.

Employees can synchronize their schedules with calendar apps they are already using. Common calendar integrations include Google Calendar, Microsoft Outlook, Apple iCloud Calendar, and many more. Any calendar application that uses the standard ICS subscription link can automatically synchronize with DigiQuatics so staff always know when they are supposed to work. Native calendar apps allow staff to get reminders on their phone when their shift is about to start, so you can ensure they are always on time!

Use separate “locations” in DigiQuatics for departments. Then add managers and employees access to one or multiple departments so they only can access what they need to...

For each location (or department) you create, add it’s street address. When a shift pops up on an employee’s schedule, they can click the address to open directions and GPS navigation to the facility. You can also add location notes including lock box, gate codes, etc that staff can access when viewing their shift.