The Challenge

Staff ~80
Venues 100+

How do you manage your schedules when you have more venues than staff? And all of those venues are dotted across a whole county.

We were tasked with scheduling Oxfordshire County Council’s registrars for ceremony bookings across the county using our Time & Distance add-on. This was a fun challenge for the team. What we came up with is one of the most advanced scheduling models in place at StaffSavvy. A new setup was created, working with their Stopford Agenda data (a public sector online booking system).

Next, we wanted to find the most suitable staff member for each booking. We achieved this by geolocating each job and the base location of each staff member. Then, we calculate the actual road distances and usual travel times between staff and locations and assign the most appropriate people for the booking. The system will also keep colleagues working together throughout the day whenever possible, so they are able to share transport. Distances between locations are minimised, and requirements such as additional time for parking are taken into account—all at the click of a button!

The Results

“With a large number of venues and casual staff, we needed a really fluid system to meet our scheduling complexities, and StaffSavvy offers just that.

There have been two major wins for us. Firstly, the staff availability tool, it saves us a lot of manual work. Before we were waiting on emails and updating spreadsheets and it was just time-consuming and prone to errors. Now we have a trackable, reliable system that takes the stress away.

Secondly, the improvement in communication has been fantastic. Staff are seeing information about shifts in real time with the StaffSavvy app alerts. We don’t have to wait for them to check their emails, and we’re seeing much quicker response times for shift cover.

We import our ceremony bookings from Stopford Agenda and can create templates for shifts in minutes on StaffSavvy. I highly recommend giving it a go if you have complex and varying shifts to manage. ”

Candice Tomlinson-Smith
Registration Service Manager and Proper Officer