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Workforce planning that simplifies your tasks and improve your business.

Employee scheduling is at the core of your organization’s efficiency. That’s why Timesphere is designed to optimize your workforce planning through its tracking and use of a wide range of data. It helps all types of businesses manage work schedules, enhance communication, track time and attendance, and control payroll. And it respects business rules, pay scales, collective agreements and employee requirements, no matter how complex your scheduling.

 

Scheduling

Scheduling

The scheduling module lets you create work schedules and manage replacements based on the skills, preferences, constraints, availability, and seniority defined in the Employee Profile. It lets you automate even the most complex schedules according to the rules. And it simplifies approvals.

The planning module determines the optimal distribution of staff, based on skills and work hour preferences defined in each employee profile. These attributes help the system decide which employees to plan at the right times and locations. 

Replacements are managed through the automated Shift Bid feature. The system monitors for change requests and auctions open shifts in order of seniority. Eligible staff are notified to pick up the shifts, saving you hours of time making phone calls.

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It has advanced features for setting and applying organizational rules. The planning module lets you offer schedules and shifts to employees who in turn can log their interest. Its user-friendly design makes it easy to adopt best practices. 

  • Automate replacement management
  • Centralize availability management
  • Simplify and control your scheduling and approval process

 

Demand forecasting

The forecasting module powers the planning module. It predicts the right staff to assign at the right time and place, by division and assignment.

Organizational data drives its predictive planning. Types of data include restaurant POS data, customer traffic data, or airplane departure plans. Data can be inputted from multiple sources.

Airport Security, Retail, Food Services and other service industry providers use our artificial intelligence systems to reveal traffic ahead of time. Demand forecasting helps them plan more efficiently, lower labor costs and improve customer service.

  • Air transport safety – Airplane departure plan
  • Restaurants – POS data
  • Retail industry – Customer traffic data

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Additional filters can be added to refine the solution in order to better capture the specificities of your sector.

Advantages

  • Know your traffic ahead of time
  • Reduce costs when the number of staff is too high
  • Improve service when staff numbers are insufficient 

Order management

The order management module adds an extra dimension of schedule planning and data tracking. Organizations that plan schedules on multiple sites and projects use it to keep track of project costs.

Track project costs

Information attached to each shift, such as project and project location lets you follow the costs of each project from planning to Timesheet. Enter orders manually or import from your ERP or MRP. Information can then be used for tracking, return costs and payroll.

Quickly communicate project details and locations. Centralize project information for team leads. Sectors such as Ports, Field Service, and Events rely on this module to keep track of their costs. 

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  • Follow your project from planning to Timesheet
  • Automatically communicate project and location information
  • Let team leaders find the right project information in one location

Employee portal

Employees check their schedules, select shifts and log time through the Employee Portal, the system’s communication hub. Staff can drop shifts or swap shifts between co-workers through the portal.

Absence requests are centralized here for timely approvals. Employees can complete their Timesheet or review their Timebank. They can read messages and employer documents. and they can access any forms.

Powerful decision engines ensure staffing priorities and business rules are respected. Every action is tracked and reported. Employee Portal improves staff communication and avoids unnecessary phone calls.

  • Check schedules
  • Identify preferred shifts
  • Clock in and out
  • Request absences
  • Access request forms
  • Register presence and complete Timesheet
  • Read messages and employer documents

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Quickly respond to employee requests

Establish a privileged connection and simplify staff communication. Track absences and availability requests. Provide mobility for your employees. 

Schedule optimization

The scheduling optimization module lets you automate your shift assignments in four different ways. This ensure the right employees are in the right place at the right time, and that rules are respected.

The first mode create schedules based on business rules and staff availability. The second mode creates schedules according to staff preferences. The third creates simulated schedules based on traffic data and business rules. And the fourth reorganizes schedules according to changing customer traffic, while respecting business rules and hours guaranteed to staff.

Timesphere lets you choose the best scheduling optimization for you.

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  • Assign shifts to employees based on availability and organizational rules
  • Allocate schedules or shifts according to preferences communicated through the employee portal
  • Create schedules with the Schedule Simulator that considers traffic data and your organization’s criteria
  • Reorganize schedules according to variable customer traffic and hours guaranteed to staff

Time and attendance

This module keeps track of time and attendance. It detects late starts, early departures and unplanned breaks. Employees can easily log their start and finish time through the Employee Portal.

Attendance can be validated through the Employee Portal and through other security and authentication systems. Stop wasting time counting hours and avoid paying for time not worked. Stay informed and apply the rules fairly.

  • Avoid paying for hours not worked
  • Apply the rules fairly
  • Be informed at the right time

 

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Time and attendance management provides optimal control of flexible input and capture sources. It accurately validates hours worked according to your rules and processes.

Remuneration

Control hours and pay rates through the Timesheet module. Add up overtime for each employee and manage Timebanks of cumulate overtime.

Calculate employee premiums. Quickly get signoff from one or more people. Export approved data to your internal or outsourced pay system.

Eliminate duplicate data entry and error-proof your payroll with Timesheet.

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  • Eliminate costly payroll errors
  • Avoid duplicate data entry

Reporting and Business intelligence

The business intelligence module allows you to produce reliable reports on budgetary use and employee tracking data. Choose from a selection of basic reports, or create custom reports and dashboards from a comprehensive data warehouse. Centralize your data and maintain full traceability. Measure your performance and visualize your results.

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  • Measure your performance
  • Visualize your data
  • Keep your data in one place

Integrates with your systems

Timesphere scheduling software can integrate with your existing HRS, POS, ERP, Traffic Management Systems, Authentication systems, Presence Control systems, Pay systems, and Communication systems. Because of our seamless two-way information exchange you can target your planning and scheduling with the utmost precision.

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Systems that Timesphere can bi-directionally interface with:

  • HR systems
  • POS
  • ERP
  • Traffic Management Systems
  • Authentication systems
  • Presence control systems
  • Pay systems
  • Communication systems

Reliable and secure technology

Timesphere’s hosting infrastructure meets the highest standards of reliability and security worldwide. Because data security is our priority, hosting is through a third-party data center 4. Our application can be accessed in encrypted mode on  the SSL tunnel in HTTPS mode. Our virtual machine is isolated in a promiscuity zone on a virtual private network for each customer. And every customer receives their own unique access URL.

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Data security is a priority

  • Third-party data center 4 hosting 
  • Application is encrypted by SSL (HTTPS)
  • Virtual private network 
  • Unique access URL