What is self-scheduling?

Self-scheduling allows employees to choose the shifts they want to work. The management team creates a schedule indicating all open shifts. Team members then sign up for their desired shift on a first-come, first-served basis, without requiring approval from a manager. The manager can assign any unclaimed shifts afterward.

Benefits of self-scheduling

Self-scheduling offers several perks, such as:

• Better flexibility: Using a self-scheduler increases your team’s flexibility. Employees can choose the shifts that work for them, resulting in less shift switching and potentially fewer time-off requests.
• Greater employee satisfaction: Being able to schedule themselves can help keep your employees happier because they work when it’s best for them. This can boost overall morale and improve retention.
• Improved work-life balance: With self-scheduling, employees are able to choose different shifts every week, which can help maintain a better work-life balance. When team members have personal matters to attend to, they can adjust their work schedule accordingly.
• Reduced workload: While your organization still needs someone to oversee scheduling, self-scheduling greatly reduces that individual’s workload, freeing them up to focus on other tasks.
• Boosted recruitment: Job seekers who crave flexibility will be drawn to an organization that allows self-scheduling. Listing self-scheduling as a perk on job descriptions can potentially attract more applicants.
• Fewer no-shows: When employees schedule themselves, they can avoid conflicts that cause them to miss or skip work.

How to start using a self-scheduler

While self-scheduling can be easier in the long run if it’s right for your company, setting it up and training your team takes time. Follow these steps to transition to self-scheduling.

1. Establish clear guidelines

Traditionally, employees have to check the schedule their manager creates, so shifting to self-scheduling requires adapting. Having guidelines in place can help ensure more efficient scheduling.

• Consider employment laws and industry regulations.
• Establish who is qualified to self-schedule.
• If you use self-scheduling for multiple roles, ensure team members can sign up only for shifts specific to their positions.
• Develop the procedure for handling shifts that team members don’t claim. Decide how you’ll assign those shifts to ensure you have adequate coverage.
• Create a written document covering all self-scheduling guidelines. This document should serve as a reference for your HR team and all employees who use the self-scheduling method.

2. Update your scheduling policy

Update your policies and procedures related to scheduling, paid time off, time-off requests, overtime and other relevant topics. If only some of your employees self-schedule, create separate policies or subsections for those who use the self-scheduler.

Use your established guidelines to modify policies. For instance, you might only allow employees to schedule themselves up to 40 hours per week.

3. Choose a self-scheduler tool

Scheduling software can make it easier to manage the self-scheduling process. Look for a program designed specifically for self-scheduling or with robust self-scheduler features to improve effectiveness. Cloud-based scheduling software offers easy access to all employees, managers and HR team members. All employees with access can see the shifts in real time as people sign up for them.

4. Identify shifts for self-scheduling

Self-scheduling doesn’t have to be an all-or-nothing situation. You can choose certain roles within your organization for self-scheduling and use traditional methods for other positions. Or you might use self-scheduling for more popular shifts but assign less appealing shifts on a rotating basis.

5. Train your team on the processes

Holding training sessions for your staff creates consistency and gives them the tools they need to use self-scheduling successfully. Include information on the policies surrounding self-scheduling and how to use the software that manages it. Training can be held in-person or online for employees to complete independently.

Best practices for self-scheduling

Following these best practices can make the move to self-scheduling more effective:

• Ease into self-scheduling: Start using self-scheduling with one department or type of position. This lets you test the system before rolling it out to more employees. Gradual implementation also allows you to train smaller teams to ensure they fully understand how the system works.
• Offer support: Employees might be hesitant to switch to a new scheduling system. Provide ongoing support to help them with the tools and listen to their concerns. Being positive and supportive can make the transition easier.
• Monitor the schedule: While self-scheduling requires less involvement from your scheduling staff, they still need to monitor the schedule. The team member overseeing the schedule must ensure you have adequate coverage and are following industry regulations.
• Maintain fairness: Ensure all team members who are supposed to self-schedule have equal access to scheduling tools. Consider limiting the number of shifts one person can claim to give everyone a chance to claim desirable shifts.
• Nurture accountability: Self-scheduling assigns employees the responsibility for scheduling and filling shifts. Fostering a company culture of accountability can reduce scheduling issues.
• Get feedback: The team members who use self-scheduling can help you decide what’s working and what needs to be changed. Using employee surveys allows you to gather data and track changes over time.

FAQs about self-scheduling

What are the drawbacks of self-scheduling?

Because scheduling is first-come, first-served, some employees might feel the process is unfair. A handful of team members might claim shifts quickly, grabbing the preferred work hours and leaving others with less desirable shifts. Another drawback is staffing inconsistency, as employees may schedule themselves for different shifts each week.

Which fields are compatible with self-scheduling?

Office jobs where everyone works the same daytime hours typically don’t need self-scheduling. This system often works well for shift work, particularly when you need employees beyond normal business hours, such as evenings, nights, holidays and weekends. The concept grew in popularity within the healthcare industry, particularly with self-scheduling for nurses. Other fields where it works well include retail, food service, customer service, manufacturing, warehouse, security and hospitality.