Schedule staff and invoice clients – all in one!

As an expanding business providing activity-based services for primary school children, Fit For Sport needed to be totally on the ball when it came to its back office systems. Yet, until recently, the company was struggling to organise shifts manually for its 250 staff with a Microsoft Excel spreadsheet.

Because of its complexity, this all-important spreadsheet could only be operated by two employees – a situation that was clearly unsustainable for a growing company. So Fit For Sport decided to look for a more technologically appropriate staff scheduling system.

A realistic return on investment

Fit For Sport admitted they found the selection process difficult. “We weren’t and still aren’t what I would call IT savvy,” says company founder and chief executive Dean Horridge. “Our objective was to find a software application that was user friendly, supplied by a company that we felt we could work with as the business changed and at a sensible price to provide a realistic return on investment.”

The company opted for easyLog’s e-Log+S off-the-shelf scheduling application, along with some bespoke software development. This centred on two functions:

  • A definable e-mail facility to inform clients about changes to their usual Fit For Sport representative and to provide client details by text to the Fit For Sport staff member
  • An interface with Fit For Sport’s Sage accountancy software, including a sign-off sheet for clients giving details of all sessions per month and the option to create an invoice in the Sage Sales Ledger

“That is just brilliant!”

As one of the two operators of the old spreadsheet-based staff rota system, Sally Webb, operations coordinator, was particularly appreciative of the new e-Log+S system.

“The software highlights any gaps in the schedule and indicates available qualified staff. I can then automatically send out a text message to advertise the shift,” she says, adding that the best thing is that now anyone can do this task.

“It avoids errors from employees misreading the old spreadsheet. Likewise, with just one click, clients are e-mailed the full details of their sessions without having to look up e-mail addresses, contact names and staff CRB details. That is just brilliant.”

Dean Horridge adds that the new staff scheduling system has had a positive impact on customer service as well as satisfying the original goals of enabling wider staff participation in the rota creation process and giving the business a sounder management platform.

“The easyLog software has heightened our awareness of staff downtime and costs, while matching staff to client requirements is much improved and more accurate. The integration with our accounts system means that bringing our payroll in-house is now realistically achievable and will save further time and overhead,” he concludes.

“We are currently exploring the expansion of our business geographically through establishing a franchise network. I know that the easyLog system will be a part of these plans.”

Fit For Sport runs curriculum PE sessions in schools throughout London and in the Midlands, as well as offering after school clubs and Kids Camps during school holidays. The company is also an accredited provider of sport and active leisure training and apprenticeship schemes and has formed a registered charity, the Fit For Sport Foundation, to provide wider access to Fit For Sport programmes.

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