cleaning management

Manage holiday cover without losing your cool this summer

For most of us, summer is about sunshine, days out and getting away from it all for a week or two. But for employers it means more gaps in the rota to be filled and fewer staff willing and able to cover, plus additional complications when it comes to calculating pay. This is especially true of smaller employers and those in seasonal trades, who often find the holiday season the most stressful and exhausting time of the year.

Of course, scheduling software cannot take all the pressure out of summer staffing issues but chosen and used appropriately it can make life much simpler.

Dealing with the staff rota

The most pressing matter at holiday time has got to be ensuring you have enough people available at all times to keep your operation running smoothly. This is particularly challenging if your staffing requirements are variable at the best of times. But suitable rota software can really help – not only by alerting managers to potential gaps in the rota and providing suggestions for filling them but also allowing adjustments to be made quickly and easy, until the last minute if required.

easyLog rota software has in-built and optional features that take a lot of the stress out of managing holiday absences, no matter how complex your staffing levels. These include automatically checking that the necessary cover is available to meet your pre-defined staffing profile as soon as a leave request is submitted. Employees can also check their leave status and submit holiday requests directly to the software via their smartphones, freeing up admin time spent handling enquiries.

Calculating holiday pay

It is not just the rota that gets complicated in the holiday season – working out correct pay rates can cause a bit of a headache too. Among the issues you may need to take into account when calculating holiday pay are:

  • Staff who work variable roles, rates and/or shifts
  • Adjustments for overnights
  • Bank Holiday rates
  • Regular overtime – compulsory and voluntary
  • Routine out of hours work and on call shifts

easylog software can manage multiple pay rates, so calculating the correct rate of pay is simple. A Shift Analysis report, for example, automatically calculates an employee’s average pay per hour across any period. This can be used to determine the average hourly rate of the hours worked by casual and bank staff, for instance, and so the applicable pay rate for when they are on leave.

Managing leave requests

At this time of year, leave requests tend to come in thick and fast, often at short notice. And so time spent dealing with them also increases.

easylog rota software has a detailed holiday report that shows at a glance how much leave staff have already taken and what they have remaining. This is displayed in simple percentage terms, with a large negative percentage indicating they have a lot of holiday entitlement still to take and vice versa.

Employees can also use our rota app to check their holiday entitlement and book time off direct from their phones. The request goes directly to the main easylog rota software so admins can see at a glance if there will be cover available.

For more information on our rota and payroll reporting software and smartphone apps, please contact us or request a .

Posted by administrator in business support, care home management, cleaning management, domiciliary care and supported living, employee attendance, flexible working, Holiday pay, nursing home management, payroll analysis, rota software, scheduling software, smart phone App, timesheets, 0 comments

Can employees fool an app to falsify their attendance records?

In the second of our series of blogs about asking employees to record their attendance using an app on their smartphone, we consider what security features to look for to prevent the possibility of staff dishonestly covering up lateness.

It’s an interesting observation that employers implement time and attendance systems principally to deliver two results: first, administrative time savings through automated calculation of timesheets and pay analysis and second, to improve the accuracy of recording their employee’s attendance.

On that latter point, the ultimate guarantee to prevent an employee fraudulently falsifying their hours is to use a biometric reader that recognises an individual by a unique part of their body, such as fingerprint, face or hand. However, many of our clients have small numbers of staff working irregularly at a number of sites where it would be uneconomic to justify the capital cost of such equipment at each location. In these situations, the low-cost alternative is to ask the employees to use their own or company-issued smartphone to record their attendance at each site. But without biometric safeguards, how can you be certain that the time clocking was generated by the registered user of the phone? That’s where easyLog has consulted with its growing number of users and delivered a solution that gives the employer confidence that any attendance record has been generated by the identified person.

So how does our app prevent clocking fraud?

Firstly, the app is used with QR codes, the latest generation of barcode representation. Generated from free-to-use websites, they can be printed and assigned to each location to uniquely identify the specific site. When the app is used it accesses the camera of the smartphone and the employee simply moves their phone over the code until an image is captured to record the date, time and location. The app also records the GPS reference at the point the attendance record was made. This is significant if an employee should have thoughts that they could photocopy the QR code – and then record their attendance from the comfort of their bed for example – as it will automatically be brought to the attention of their employer!

Within the easyLog software, each location is defined with a unique reference (used by the QR code) and also has their GPS latitude and longitude coordinates entered against it. So if the QR code is scanned from somewhere different to its defined location, the easyLog software will know and flag accordingly with a link to Google Maps to identify the actual location of the errant clocking.

Software that can’t be fooled

Secondly, the app records the date and time that the attendance record is sent to the back-office timesheet management software application. This may not seem immediately significant but if the employee has changed the time on their smartphone – moving it backwards to avoid being flagged as late or forwards to falsely claim overtime – then this will be detected by the easyLog software.

Thirdly, when downloaded the app automatically creates a unique ID reference for the individual smartphone. Again, in an online world familiar with website cookies, this may seem like normal practice. However, it provides another preventive measure against the dishonest employee who may be tempted to help a colleague who is running late.

As mentioned earlier, each employee is given a unique number to identify that it is them using the app each time – and they enter this in the app when they first use it. So what if they change that number to use their smartphone to clock in on behalf of a colleague? The software automatically identifies the phone used for each attendance record from the unique ID reference so if it finds clockings from two different employees but with the same ID then it will be raised with their manager to take appropriate action.

Peace of mind for employers

We hope the anti-fraud measures that we’ve included in the app won’t actually require use but unfortunately rogue staff do exist. Most importantly perhaps, easyLog can give the employer the peace of mind that their workforce is recording their attendance accurately, easily and with certainty – and at a price that is economic for any size of organisation.

If you would like to know more about these features, other apps in our range and the time and attendance and staff scheduling modules with which they integrate, please call on 01892 834406 or email us on info@easylog.co.uk

Posted by administrator in Apple iPhone, business support, cleaning management, domiciliary care and supported living, employee attendance, flexible working, invoicing staff time, mobile worker tracking, payroll analysis, rota software, scheduling software, smart phone App, time and attendance, timesheets, 0 comments

Developing the most App-ropriate software tools for your business

easyLog iPhone clocking app grabWhatever industry you are in or service your provide, you are probably finding that smartphones and tablets are increasingly finding their way into your working life – and are becoming just as indispensable as they are for social and leisure activities. The numbers speak for themselves.

Back in 2010, just a fifth of UK mobile phone users had a smartphone, according to eMarketer. Today, that figure is around 80 per cent. The trajectory of tablets has been even more rapid, with more than half of the adult population using one regularly by 2015 – up from a third in two years.

Harnessing the popularity of smartphones and tablets

Although it’s impossible to predict the future of emerging technology trends, we could see early on that mobile devices were going to have a major impact on the management of everyday tasks – and so easyLog began developing convenient app versions of key products from the start.

Initially we focused on apps for Android devices to keep costs down for customers. But as more people began using Apple and Windows devices, we have been able to offer more apps for iOS and Windows Mobile – such as our highly successful multi-location geolocation and QR code staff clocking app, Locate and Clock.

The popularity of these time-saving and simple-to-use apps has inspired easyLog developers to create smartphone and/or tablet versions of several of our other flagship products and increase the functionality available of apps already in the marketplace.

Expanding our app functionality and product range

The Care Logger smartphone app, for example, which is designed for domiciliary care staff, will soon be released with the option for carers to view their rotas, clock-in and view call information. Meanwhile, managers will be able to use the same app to schedule and reschedule calls.

We also have a remote clocking app in the pipeline that is appropriate for a wide range of business sectors. As always we are guided by making routine and complex tasks as quick and easy to perform for everyone involved, saving employers time and money. The move to mobile has really been something of a revolution for us and our customers and we don’t see any sign of it slowing down yet.

For more information on easyLog’s extensive range of products and latest apps, check our website or speak to one of our team.

Posted by administrator in care home management, cleaning management, domiciliary care and supported living, employee attendance, flexible working, mobile worker tracking, nursing home management, rota software, scheduling software

Clocks going back – will your software pay your night staff correctly?

That’s an interesting point given that British Summertime officially ends this Sunday at 2am with the clocks going back by one hour.

So if you pay night staff by the hour will you be paying one hour more for anyone working the night shift starting this Saturday? And correspondingly of course do you pay one less hour when the clocks go forward in March and British Summertime starts?

Some organisations appear to rely on the supposition that an employee working on the night shift when Summertime ends will also be working on the night shift when Summertime starts and therefore a natural order and balance to these things exists. But that is rather wishful thinking to my mind. Across those two days within any year an employee could be on a different shift, be off sick, have left or be on holiday. And if they’re on holiday and you pay that by the hour then what calculation do you use then to ensure the correct remuneration?

Surprisingly I find some organisations blissfully unaware of the point I am making; and when I bring it to their attention there seems to be an immediate fallback position of the ‘natural balance’ rule I mentioned earlier!

Aware of this conundrum or not, it really doesn’t matter if you are an easyLog customer using our staff scheduling software  as you can resolve the issue either way. A simple tick box parameter allows you to specify if you wish to pay to the exact hours worked or to the normal scheduled shift. And that will take care of any holiday hours calculations and payments as well.

If you are a current customer that would like some help with implementing this feature please call our Support Desk on 0845 225 3011. If you don’t currently use our scheduling software but this article has got you interested in exploring what other clever and efficient things it could do for your organisation then call us on 01892 834406 and speak with one of our team.

Posted by administrator in British summertime hours, business support, care home management, cleaning management, employee attendance, flexible working, Holiday pay, invoicing staff time, Minimum Wage, mobile worker tracking, nursing home management, payroll analysis, rota software, scheduling software, timesheets

5 ways our rota software can help you be more efficient

using our rota app on the move

You already know that a computerised electronic rota is quicker, easier and far more reliable than an old-style paper-based system – otherwise you wouldn’t be reading this. But you might not be aware that there are a number of spin-off benefits to our staff scheduling software that have a positive effect on other areas of your business. Here are just a few.

Take your office with you 24/7

Life, and work, doesn’t stop just because you are away from your desk. So we have developed versions of our software that enable you to access your staff rotas and other management tools, wherever you are and whenever you want. Our multi-platform, browser-based web solutions provide a cut-down version of our staff scheduling, attendance and other software for any type of mobile device, including smartphones. And for those who require full functionality while working on the move, we have powerful Android-based rota and timesheet solutions designed specifically for tablet computers.

Allocate staff according to budget

Staffing is probably one of your biggest costs, so you don’t want to waste precious resources by having the wrong balance of employees on your rota. With our staff scheduling software, you can set your budget and create a rota accordingly, so you are always on top of staffing levels – and costs.

Store a rolling rota

Save valuable time by storing employees’ regular hours on a rolling rota for as many weeks as you like. There’s no need to keep re-inputting data and staff can be sure they get the shifts they want.

Choose your clocking device…

Our software supports virtually all attendance devices and media, so all you have to do is find the right clocking technology for your business. From mobile phones and tablets to NFC, handscanners and biometric, our expert team can guide you through all the options and help you identify your perfect match.

…and payroll system

However simple or complex your clocking system and pay rates, our software has the functionality to import the data into your payroll application. Most major payroll systems are supported, including Sage, IRIS and Access.

To find out more about our staff scheduling software or any of the points above, request a callback from one of our team or contact us via phone or e-mail.

Posted by administrator in business support, cleaning management, employee attendance, flexible working, mobile worker tracking, payroll analysis, rota software, scheduling software, timesheets

Are you and your staff ready for Brexit?

brexit-logo

If there’s one thing we can be sure about following the Brexit vote, it is uncertainty. None of us knows for sure what the coming months and years will bring, despite all the claims and counter claims. But when it comes to the European working time directive, it seems fair to say there will be no change soon because the UK already has an opt-out of the 48-hour week.

While this means there is no urgent need to rethink your staff scheduling system, it’s a good time to make sure you are prepared for any changes when they do come.

Having the right staff management system in place will help you ensure you have the optimum number of staff on your rota to keep your business running smoothly while controlling contracted hours, so you can keep costs down and service levels up.

Add to that the benefit of detailed budgeting, invoicing and payroll reports that can be tailored to your needs and you have all you need to keep a check on your staffing expenditure.

With an easyLog system, you also get a range of extra management tools that help streamline virtually all aspects of staffing, from training to HR and personal record keeping.

Visit our website to find out more.

Posted by administrator in business support, care home management, cleaning management, domiciliary care and supported living, flexible working, invoicing staff time, latest news, nursing home management, payroll analysis, rota software, scheduling software, timesheets

Cloud options for every hosting scenario and budget

clouds on tablet PC to represent cloud server option

At easyLog, one of our defining principles is to help our customers benefit from the latest technology, whatever their size and way of working. As a result of a number of industry developments, including a significant reduction in the price of cloud server options and an increase in broadband speeds nationally, we are now pleased to be able to offer an expanded range of cloud-based facilities.

This means we have options to suit every type of hosting and server set-up and can provide high quality cloud services for almost every budget – in keeping with our principles.

Broadly, there are three main hosting models:

  • We can install easyLog software on your self- or externally-managed cloud server
  • We can manage your easyLog software and related functions on your cloud server
  • We can provide a full hosting and management service through our own servers

To discuss the different options and their relative benefits to your organisation, please contact one of our team or request a callback.

Posted by administrator in business support, care home management, care record management, cleaning management, domiciliary care and supported living, employee attendance, flexible working, latest news, mobile worker tracking, nursing home management, rota software, scheduling software

Smartphone clocking app offers more location data options

Famoco close up-WEB

easyLog will shortly release a new multi-platform clocking app with a variety of data location options – making staff attendance monitoring with a smartphone more versatile than ever and suitable for an even wider range of employers.

The app uses a location services library, which means it can access data from a number of location-identifying sources. When employees clocks in – or out – with a smartphone, the location of the device can be obtained from any of the following, if available:

  • GPS
  • Network IP address location
  • Wifi address location
  • GSM network IDs

Location info will be logged along with date, time and device ID, along with any optional employee and client details selected.

Data can be sent to the chosen server immediately or held for subsequent download. Following download, a server timestamp will be added to the data and, if required, the location can be confirmed by postcode or address, or checked against existing client locations.

Our new app will supersede the existing Android-only location app.

For more information, contact the easyLog team.

Posted by administrator in cleaning management, domiciliary care and supported living, employee attendance, flexible working, latest news, mobile worker tracking

Look to the cloud if you want to share care and rota management software across different locations

white clouds to symbolise cloud computing

Employers looking for simple but versatile rota or care management software that can be used across multiple locations should consider easyLog’s latest range of cloud server-based options.

Designed to let users make connections to other sites via the internet more easily without the investment of a big IT infrastructure, these options use Windows Remote Desktop Services to distribute our care-Log+ care home system, Home Care Studio supported living solution and e-Log rota management software as remote applications.

Active Directory integration is also available for customers wanting to run easyLog products on existing Windows cloud hosting packages.

Benefits of switching to cloud-based systems include:

  • small IT infrastructure required
  • easy to share data and applications across several sites
  • suits people working in different locations

Our cloud server-based options are available alongside web browser based applications and handheld apps to give a comprehensive range of solutions for people who need to work on the move.

Demonstrations and prices for all these options are available on request.

Posted by administrator in care home management, care record management, care recording, cleaning management, domiciliary care and supported living, employee attendance, rota software

New web pages showcase re-launched cleaning management services

Example of an inspection record on mobile device using easyLog cleaning management software

Example of an inspection record on mobile device

As a long-standing supplier of products and services to the contract cleaning industry, we understand that cleaning service providers are looking for convenience, efficiency and flexibility as well as excellent value for money – so we have freshened up our cleaning management web pages to make choosing the right solution quicker and easier.

Our improved web pages now show all available services in a clear and concise format with relevant links and screen shots. Two areas that are likely to be of particular interest are our various clocking devices, which can be used to track cleaner activity, and mobile apps that enable managers to estimate job costing and perform assessments and quality management on the move.

easyLog’s software suite for contract cleaners enables you to mix and match from the following management functions:

  • Ensure staff are arriving and leaving on time at unmanaged locations
  • Calculate time spent at each location and produce reports on total working hours over any period
  • Enable workers to log the cleanliness status of a site
  • Assess job times and costs using specialist options

All functionality is available on mobile devices or PC-based systems so you can choose whether to work on the move or from a desk.

Find out more by reading a case study about our cleaning management services or visit our re-launched cleaning industry web pages.

contract cleaning equipment

Posted by administrator in cleaning management, employee attendance, scheduling software