annual leave

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

easyLog could have flown in to avoid Ryanair rota disaster

It has been a very public and ultimately expensive PR disaster for Ryanair over the last few days. And the fall out seems certain to continue for a few weeks yet. Social media is already awash with stories of angry customers left stranded by cancellations at short notice, ruined wedding weekends, football fans missing their team’s matches and, of course, much talk of compensation claims.

Ryanair CEO Michael O’Leary has blamed the cancellation of around 50 flights a day over a six week period to a rota mistake that allowed too many pilots holiday leave at the same time. Now we know Ryanair is not an easyLog customer but Mr O’Leary’s blushes (now that’s a condition you don’t often associate with the confrontational airline chief) would have been spared if his company had adopted our staff scheduling software.

Rota software helps ensure adequate holiday cover is in place

Two key features provide assurance to easyLog users that adequate coverage is in place at the point of staff requesting holiday leave. First, a staff coverage profile defined by the user automatically checks that the required headcount is still available if the leave is granted. Second, a detailed holiday report displays in simple percentage terms where each employee stands in relation to their annual holiday entitlement at any time: a large negative percentage reveals they have a lot of holiday still to take while the reverse shows they are ahead of their pro-rata allowance for the year.

Peace of mind for busy employers

Although you may not be running a large airline, we’re sure that having the peace of mind that you have adequate staff coverage during holiday periods and prompt reminders if employees are not taking their holiday entitlement is important for your business.

If you’d like to understand a little more about how easyLog’s staff scheduling software could help with holiday and general absenteeism, calculating your pay analysis and monitoring your employees’ timekeeping, please call us on 01892 834406, request a callback or send us an e-mail. It would be good to have a chat Mr O’Leary..!

Posted by administrator in business support, employee attendance, Holiday pay, rota software, scheduling software, 0 comments