How to Use an Online Schedule to Track Hospitality Employee Hours

Tracking Employee Hours and Productivity

In the intensely competitive realm of hospitality, managing employee hours and productivity effectively is paramount to the success of your business. By diligently tracking employee hours, you not only ensure compliance with labor laws and regulations but also promote efficient resource allocation and workforce planning. Additionally, understanding productivity trends allows you to pinpoint bottlenecks, inefficiencies, and performance patterns that can greatly influence operational efficacy.

In the digital age, manually tracking hours and productivity or using traditional software can be laborious, prone to mistakes, and rigid. This is where the utility of online schedules becomes evident. An online schedule is a potent tool that revolutionizes the process of tracking employee hours and productivity, rendering it more efficient, precise, and actionable.

The benefits of utilizing an online schedule are manifold. First and foremost, online schedules offer unparalleled accessibility. Being internet-based, they can be accessed anytime and anywhere, providing real-time updates that keep managers and staff in sync. Secondly, the user-friendly nature of these schedules significantly mitigates errors often associated with manual time tracking. Automatic logging of clock-in and clock-out times, breaks, and overtime contributes to accuracy and fairness. Moreover, an online schedule provides a comprehensive overview of workforce deployment. This visibility facilitates identification of staffing gaps, efficient staff allocation, and consequently, boosts productivity. It also enhances communication and transparency, empowering employees to independently check schedules, switch shifts, and request time off.

One of the most significant advantages of online schedules lies in the valuable data they offer. Armed with the right tool, your hospitality business can garner detailed insights about employee productivity. You can discern who is excelling, who may be struggling, and identify the reasons. This data can then be leveraged to make informed decisions pertaining to staffing, training, performance management, and strategic planning.

The Essentials of Employee Time Tracking

Employee time tracking, in essence, involves recording and monitoring the hours an employee works. Businesses often implement it to ensure proper compensation for employees, comply with labor laws, and gain insight into work patterns and productivity levels. Weekly schedules, as a part of this process, help organize and manage an employee's work hours over the span of a week, providing a structured overview of their working times, breaks, and off days.

The effective use of weekly schedules within time tracking systems can foster more efficient work practices, reduce labor costs, and contribute to improved business productivity. They give employers and employees a clear view of the work week ahead, allowing for better planning, shift distribution, and balance of workloads.

Yet, employee time tracking isn't just about business efficiency or productivity. It's also closely tied to legal and ethical considerations. In many jurisdictions, employers are legally required to maintain accurate records of the hours their employees work, including overtime, to ensure they are compensated fairly. Negligence in this aspect can lead to serious legal consequences, including penalties and fines. From an ethical standpoint, transparency in time tracking helps build trust between employers and employees. Employees who are aware that their time is being tracked ethically and fairly are likely to feel more respected and valued, which can positively impact their morale and productivity.

Understanding the relationship between time tracking and productivity is also crucial. While it's intuitive to believe that more hours worked equals more productivity, research has often shown that long hours can lead to burnout and decreased productivity over time. An effective time tracking system, combined with a well-planned weekly schedule, can help identify optimal work patterns, encourage regular breaks, and ensure a sustainable workload, thereby enhancing overall productivity.

The Importance of Employee Productivity Tracking

Productivity plays an integral role in the workplace, fundamentally determining the efficiency and effectiveness of a company's operations. In simple terms, productivity refers to the output generated by employees in relation to the time and resources invested. A high level of productivity implies that work is being completed efficiently, with optimal use of resources, thereby contributing to the overall profitability and growth of the organization.

Monitoring employee productivity is crucial for multiple reasons. Firstly, it allows businesses to measure and understand performance at both the individual and team levels. This helps identify high performers who might be suitable for promotion, as well as those who may need additional training or support. Secondly, tracking productivity can highlight operational bottlenecks and inefficiencies that may be hampering progress, enabling businesses to streamline processes and eliminate waste. Lastly, consistent productivity monitoring can provide the data necessary to make informed decisions regarding resource allocation, helping optimize costs and enhance profitability.

Moreover, productivity tracking aligns directly with business goals. By understanding who is productive and why, companies can implement strategies to replicate this success across the organization. This could involve the adoption of certain working practices, the integration of specific tools, or changes in management style. All of these contribute to the overall strategic objectives of the company, whether that's increasing revenue, enhancing customer satisfaction, or simply improving the quality of work.

For instance, a hospitality business with a goal to increase customer satisfaction might find that employees who spend more time interacting with customers generate better feedback. Productivity tracking can highlight this correlation, and the company can then adjust schedules or responsibilities to enable more customer interaction. Similarly, an organization aiming to reduce costs might discover through productivity tracking that certain processes are consuming excessive resources without delivering proportionate results. The business can then focus on optimizing these processes, thereby achieving cost reduction.

Online Scheduling and Tracking Tools for Hospitality

The market today is saturated with numerous online scheduling and tracking tools, each offering a unique set of features designed to simplify the process of managing employee schedule and tracking productivity. Here, we will briefly discuss three such tools - 7Shifts, Harri, and Plum Clock - with an added focus on Plum Clock.

1. 7Shifts is a popular tool among restaurants and food service businesses. It allows for simple scheduling, time tracking, communication, and compliance with labor regulations. The tool also includes features for forecasting labor costs, enhancing its utility for businesses looking to optimize their labor budget.
   
2. Harri is a comprehensive workforce management solution that not only offers scheduling and time and attendance features but also includes aspects of talent acquisition, onboarding, and employee development. This holistic approach makes it an attractive option for businesses seeking an all-in-one solution for workforce management.
   
3. Plum Clock stands out with its user-friendly interface and robust functionality. It is designed to be simple, intuitive, and easy to navigate, making the task of managing schedules and tracking time a breeze for both employers and employees. Plum Clock includes features for shift planning, time tracking, overtime calculation, and even geolocation tracking for remote or field-based employees. Moreover, it offers insightful reports, providing detailed data on employee hours and productivity levels. This allows businesses to not just monitor, but also analyze and improve performance.
   

When comparing these tools, it's important to consider their specific features, usability, and pricing. 7Shifts and Harri are industry-specific, with the former being tailored to the needs of the restaurant industry and the latter offering a broader suite of HR features. Plum Clock, on the other hand, is versatile and suitable for various industries. In terms of pricing, 7Shifts and Harri follow a subscription model, with costs varying based on the number of users and chosen features. Plum Clock, meanwhile, offers a competitive pricing structure that's scalable with the size of the business, making it a cost-effective option for both small businesses and larger enterprises.

Choosing the right tool depends on your specific business needs. Identify your key requirements - whether that's scheduling, time tracking, labor law compliance, or detailed productivity reports. Consider your budget, the size of your team, and the complexity of your operations. A trial period can also be beneficial in understanding how well a tool fits your business before making a final decision.

How to Implement an Online Schedule for Time Tracking

Implementing an online schedule for time tracking is a process that requires careful planning and execution. Begin by setting up the schedule in your chosen software tool. This involves inputting employees' details, assigning roles, defining work hours, shift schedule , and any special requirements such as overtime rules or breaks. Customize the settings to align with your organization's needs and labor laws.

Once the schedule is set up, it's important to integrate it smoothly into the workplace. Start with a comprehensive training session for all users, ensuring they understand how to access and interact with the schedule. Use real-life scenarios and hands-on exercises to help employees become familiar with the tool. The goal is to make the transition as seamless as possible, reducing confusion or resistance. For the schedule to be effective, it must be regularly updated and maintained. Establish clear guidelines for schedule changes, time-off requests, and reporting of hours worked. Encourage employees to regularly check the schedule and update their hours. Managers should also regularly review the schedule to identify any discrepancies or potential issues.

Communication is key during implementation. Be transparent about the reasons for using an online schedule for time tracking and the benefits it brings to both the company and the employees. This will encourage buy-in and acceptance from the staff. Regularly check in with employees to address any concerns or questions, and be open to feedback to make necessary adjustments. However, even with careful planning and implementation, certain pitfalls are common. One such pitfall is neglecting to consider user experience when choosing a tool. If the tool is complicated or unintuitive, employees might resist using it, undermining its effectiveness. Also, rushing the implementation without sufficient training can lead to confusion and mistakes. Finally, failing to regularly monitor and update the schedule can result in inaccuracies and inefficiencies. Avoid these pitfalls by prioritizing user-friendly software, thorough training, and regular maintenance of the schedule.

Implementing an online schedule for time tracking requires careful planning, comprehensive training, ongoing communication, and diligent maintenance. By following these steps and avoiding common pitfalls, businesses can successfully integrate online schedules into their operations, boosting efficiency and productivity.

Utilizing Online Scheduling Tools for Productivity Tracking

Online scheduling tools have expanded beyond simple shift planning and time tracking, incorporating advanced features designed to monitor and enhance productivity. Utilizing these tools effectively can provide valuable insights into your team's performance, enabling data-driven decision-making.

The first step to leveraging online scheduling tools for productivity tracking is to fully understand the functionalities they offer. Many tools have in-built analytics and reporting features that provide detailed data on various productivity metrics. These could include total hours worked, tasks completed, projects delivered, or even more specific indicators relevant to your industry or business.

For instance, you might use the time tracking data to calculate the output per hour for each employee or team. By comparing this with industry benchmarks or historical data, you can gauge the efficiency of your workforce. Additionally, some tools allow for task tracking, enabling you to monitor the progress of individual tasks or projects. This can help identify bottlenecks or delays and improve project management efficiency. Further, explore features that provide insights into work patterns. These could include activity logs, timestamps, and even screenshots or keystrokes for remote employees. This data can highlight patterns, such as optimal working hours, the frequency of breaks, or common distractions. Understanding these patterns can inform strategies to enhance productivity, such as adjusting work schedules or implementing focus time.

Many online scheduling tools also offer integrations with other business software, like project management or CRM tools. This allows for a more holistic view of productivity, linking work hours to specific tasks, projects, or business outcomes. However, while these features can provide valuable insights, it's important to use them ethically and transparently, respecting employees' privacy and autonomy. Tracking productivity should be about understanding and improving work processes, not micromanaging or invading privacy. Be open about what data is being collected, how it's being used, and how it benefits both the company and the employees.

Tips for Encouraging Employee Engagement with the Online Schedule

Putting an online schedule in place to track time and productivity is an initial step; the next crucial step is ensuring your staff's active involvement with the tool. Without employee engagement, the effectiveness of the schedule can be significantly compromised.


Promoting clear and transparent communication is a powerful method to foster employee engagement. Begin by highlighting the advantages of the online schedule, not just for your hospitality business, but for your staff as well. Highlight how it can aid them in better time management, reduce manual record-keeping, ensure accurate pay, and balance workload distribution fairly.

It's normal for employees to have queries or resistance when a new system like an online schedule is introduced. These concerns can range from privacy fears to unease about mastering a new tool. Address these worries promptly and empathetically. Assure them that their privacy will be safeguarded and that the tool won't be used for intrusive supervision. Offer comprehensive training to facilitate the learning process and provide ongoing support to address any issues they may experience. Encourage regular use by providing incentives. This could take the form of rewards for punctual and correct entries or recognition for those who use the tool effectively to boost their productivity. Regularly acknowledge and celebrate the positive influence of the tool on the team's performance to sustain high motivation.

Promoting a positive culture surrounding time and productivity tracking is equally crucial. Avoid using the tool as a form of punishment or control. Instead, portray it as a mechanism to promote transparency, fairness, and efficiency. Encourage a collaborative approach, allowing employees to participate in their scheduling, thus enhancing a sense of autonomy and empowerment. This can greatly increase their willingness to use the online schedule.

Finally, be receptive to feedback and make necessary adjustments. This demonstrates that you value your employees' viewpoints and are dedicated to ensuring the tool benefits everyone. Encouraging employee engagement with an online schedule requires clear communication, empathy, motivation, and a positive culture. With these strategies, you can successfully incorporate the tool into your operations, optimizing its benefits for your hospitality business and its employees.

Optimizing Workforce Efficiency

Online schedules provide hospitality businesses with a streamlined and effective strategy for monitoring employee hours and productivity. This process isn't just about keeping a tally of hours worked; it's about enhancing the efficiency, productivity, and overall performance of your staff. With an online schedule, you can better understand your employees' work habits, identify inefficiencies, and develop strategies for improvement.


Successfully integrating an online schedule into your operations requires a thoughtful approach, including proper training, clear guidelines, and ongoing communication to ensure a smooth transition. Selecting a user-friendly software, conducting comprehensive training, and ensuring regular maintenance are critical steps in this process. As a hospitality business owner, you have access to a variety of scheduling and tracking tools, each boasting its unique features. When choosing a tool, it's essential to consider aspects like usability, pricing, and the unique demands of the hospitality industry. Platforms like 7Shifts, Harri, and Plum Clock offer a range of capabilities, with Plum Clock distinguishing itself through its versatility, intuitive interface, and robust functionality.

Once your online schedule is operational, you can utilize its features to track productivity. This includes data on time tracking, task tracking, and work patterns, all of which can inform strategies to boost productivity while maintaining ethical and transparent practices. Remember, the success of your online schedule largely depends on employee engagement. By fostering open communication, addressing any employee concerns promptly, incentivizing regular use, and cultivating a positive culture, you can encourage your staff to embrace this tool, leading to more accurate and valuable results.

The use of an online schedule to track employee hours and productivity offers invaluable insights that can help your business monitor and actively enhance its operations. It promotes transparency, fairness, and efficiency, thereby improving not just your business performance but also the working experience for your employees. If you aim to optimize your workforce's efficiency and productivity, implementing an online schedule could be a game-changing investment, leading to improved planning, increased productivity, and a more profound understanding of your business's operations.