Automate Staff Input with T.M.A.S. Staff Scheduler | A T.M.A.S. Guide

Introduction

Welcome to the knowledge article introducing our latest tool, the Staff Scheduler tool. Specifically designed for small to medium-sized businesses, this innovative solution revolutionizes how organizations define workforce shifts and schedules, particularly for those that may not have access to sophisticated shift management tools. The Staff Scheduler tool automates the input of sales staff values, ensuring accurate reporting of key performance indicators (KPIs) such as customer-to-staff ratios, transactions per staff hour, and sales per staff hour. By seamlessly integrating staff scheduling with reporting mechanisms, this tool empowers businesses to optimize staffing levels, allocate resources efficiently, and drive operational excellence. In this article, we'll explore the features and functionality of the Staff Scheduler tool, highlighting its capabilities and benefits for small to medium-sized businesses looking to streamline shift management processes and enhance operational efficiency.

Background

The Staff Scheduler tool serves as a pivotal component in our workforce management ecosystem, facilitating the efficient organization and allocation of shifts across various operational contexts. In response to feedback and evolving user requirements, we have embarked on a journey to enhance the tool's functionality to better accommodate the diverse needs of our users. One significant challenge identified pertains to customers lacking a robust Point of Sale (POS) system capable of accurately recording sales staff numbers or seamlessly integrating with our platform. This limitation results in business owners spending considerable time manually inputting staff numbers through data editing, which can be a cumbersome and error-prone process. To address this challenge, our objective is to develop a solution within the Staff Scheduler tool framework that enables users to create staffing schedules based on business hours per week, automating the process and reducing reliance on manual input.

Access Restriction for Staff Scheduler Tool

T.M.A.S. subscription requirement

Will NOT be available to Traffic ONLY plans (Standard T.M.A.S.)

 

Location Only, Not region, district or chain - Not available on Chain in V1

Objective:
    - Restrict access to the Staff Scheduler tool to specific user groups for improved security and access control.
  Targeted User Groups:
    - Chain and Users
    - Chain Manager
    - District Manager
    - Region Manager
    - Store Manager
    - SMS Administrator
  Acceptance Criteria:
    - Modify the Staff Scheduler tool to allow access only to specified user groups.
    - Thoroughly test the access restriction to ensure proper enforcement.
    - Update the user permission matrix to reflect these changes.

Creation Wizard for Shifts

  - **Shift Creation:**
    - Describe the creation wizard, which generates shifts used for scheduling in the targeted week.
  - **Input Fields:**
    - Label (Name of Shift)
    - E-mail (Optional)
    - Hourly Wage (Optional)
    - Staff Value
  - **Display of Shifts:**
    - Active shifts without an end date in the database are displayed on the shift list.

Adapting Accounting Calendars

  - **Problem Statement:**
    - Accounting calendar weeks vary based on the country of origin.
  - **Solution:**
    - Implement a universal setting to adjust accounting calendar weeks.
  - **Implementation Details:**
    - Specify the location of the setting and any considerations for enabling it.

Handling Shift Removal

  - **Considerations:**
    - Behavior when removing a shift, considering its activity status (active or inactive).
  - **User Input End Date:**
    - Instructions for inputting the end date when removing a shift.
  - **Database Update:**
    - Process for updating the database when removing a shift.

Delete Shift

Editing Wage or Staffing Values

  - **Prompt for Specific Week or All Proceeding Weeks:**
    - When editing wage or staffing values, prompt users to specify if the change is for a specific week or all proceeding weeks.
  - **Tailored Event Flag for Editing the Past:**
    - Implement a tailored event flag for editing past values to track changes impacting historical data.

Automated Staffing Schedule Creation

  - **Problem:**
    - Certain customers lack a POS system that records sales staff numbers accurately or integrate with our system.
  - **Scope of Solution:**
    - Provide users with a method to create a staffing schedule based on business hours per week.
  - **Functionality:**
    - Users can create a staffing schedule based on business hours per week, with a basic minimum of staff hours.
  - **Modifications:**
    - Staff values inputted update the sales sum table for reporting.
    - Edit Data / Imported Staff via File should overwrite values from the scheduling tool.

Create Schedule

Edit / Delete Schedule

Other features such as POS integration with Staff Unchecked should NOT override this feature.

Common Use Cases

Present typical scenarios where users would benefit from using the feature.
Provide step-by-step instructions specific to each use case, referencing relevant Jira tickets.

Troubleshooting

Anticipate potential issues users might encounter while using the feature.
Offer troubleshooting tips or workarounds for common problems, referencing relevant Jira tickets if applicable.

Best Practices

Share recommendations and tips for optimizing user experience with the feature.
Highlight any noteworthy insights or lessons learned from the development process captured in Jira tickets.

Feedback and Support

Encourage users to provide feedback on their experience with the feature.
Provide information on how users can seek further assistance or report issues, including links to relevant support resources.