When considering the management of schedules and rosters for your business, Google Sheets serves as an accessible and cost-effective solution for small businesses. Its simplicity and user-friendly interface make it an ideal starting point, allowing businesses to quickly organize and share schedules.
How? Like on the paper page, you can write the names of your staff down the side, and along the top could show the positions you need to fill (ie. First aid 1, First aid 2, Security 1). You can then put an X against the people whom you’ve assigned to each shift. You can also colour-code some cells in a particular way for each person, or based who’s in-charge for the day, and so-on.
Remember, once you’ve put down peoples names, you’ll need to let them know if you haven’t already that you’ve rostered them, so they can add it to their diary or schedule.
- It’s free – Google Sheets doesn’t cost you anything extra (aside from your own time if you need to manually do tasks VTEvents does automatically)
- Real time – you can see changes as they’re being typed in by others in your team
- Simple & easy to use
- Mobile app available
- Functions can be used for calculations
- Technical scripting can be used to extend the functionality
- Forms can also be used to input data from other sources
- Changes will need to be manually communicated to people – ie. via email or SMS (or both)
- It is difficult to see which events are understaffed if your requirements become a little more complex
- Reporting on hours worked, previous events, etc all become harder and harder as more information needs to be stored
As you add extra team members, you might find that you’ll need to creating different tabs in your spreadsheets to manage when people are available, what positions people can work in, etc.
Google Sheets has a feature called ‘Conditional Formatting’ which could also help highlighting any shifts which still need to be staffed, and you might find that using some other formulas in cells are needed to tally up how many people are rostered, vs how many are required in your events.