The options available to workers are much greater than they used to be, and this means that employers have to adapt to best serve their employees, as well as their business. This is especially important when it comes to keeping track of employee time and payment. With so many businesses (small businesses especially) maintaining a workforce of part-time and variable workers, it is important that you can manage these sometimes-hectic schedules and correctly distribute payment without delay or disruption.
The traditional way businesses might approach this is by keeping extensive spreadsheets with all their employees and their available times spread throughout. This may be feasible with very small staff numbers and very consistent work hours, but the modern business landscape does not support this approach very well. Instead, businesses should look for seamless solutions that conveniently organise all their employee data into one platform, allowing for easy analysis and usability.
By combining Rota planning and payroll systems, businesses can avoid the hassle of cross-references that can be littered with errors and misunderstandings. Instead, under one cohesive system, you can conveniently track all employee schedules with convenient software that makes analysing availability a breeze, and when it’s time to pay, your responsibilities will be clear as well. There are actually many more clear benefits of integrating Rota planning and payroll, so read on as we go more in-depth with the benefits of this system.
Reduce Human Error
This is the most basic benefit you can expect from any software system, but it is perhaps even more important regarding rota planning and payroll duties. These two responsibilities will be the backbone of your business, and if you cannot successfully schedule employees or if you cannot reliably pay them what they are due, you can very quickly experience severe disruption to your business operations. Let’s use the example of a bakery (in fact, Moonworkers helped one Bakery, Maison Puget, streamline its operations while still retaining 90% of its staff.
A bakery and other food establishments can present a unique case for worker and shift distribution. In the case of a bakery, you may have bakers and waiters, with bakers managing early morning or late-night shifts while waiters cover the daytime operations. If a business wants to manage this by hand, they run into the trouble of accidentally overlapping or forgetting shifts, workers dishonestly reporting hours (as no one is there to verify their clocking in or out), and just the overall logistical difficulty that comes with micromanaging an expanded staff. However, with the help of HR software that integrates Rota planning and payroll, you can avoid these concerns.
With reliable HR software, like the kind we provide at Moonworkers, workers will clock in, and their time will automatically be logged. You can also quickly and conveniently browse all your staff and clearly see schedules and conflicts to avoid such hassles.
In the case of the Bakery we assisted, Maison Puget, they greatly appreciated the assistance with their HR software. Now, they can focus more on the parts of business operations they enjoy and worry less about the particulars of payroll and Rota management.
Keep better track of employee attendance
Our previous example touched briefly on the topic of tracking employee attendance, but this is one of the most important features of rota planning and payroll integration, so we want to expand upon it.
In a perfect world, with the ideal workplace setting, hours scheduled will always add up to hours worked and always for the right employees. But business is never so clear-cut, and these discrepancies can make keeping track of payroll incredibly frustrating. Employees may get sick or have to call out early for several reasons, and on an individual basis, this may not be too difficult to keep track of and account for. But when it comes to a business with 10s if not more staff, then keeping track of all employee times scheduled versus their time worked while accounting for minor variations can result in errors that have people being under or over-compensated. This problem is only exacerbated in companies relying on a paper system as well.
However, you can avoid these risks by utilising rota and payroll integration software and confidently account for any discrepancies. Employees can clock in and out within the software, log their time off, and even track location with Google Maps if you are a business with workers travelling or distributed. You don’t have to rely on formulas in spreadsheets or worry about carrying the right numbers over by hand. Everything will automatically be calculated for you within the software.