Enhanced Shift Creation with Customizable Features
at PagarBook
Role
Research
Conceptualisation
Design
Dev Handoff
Team
Product Manager
4 Engineers
Timeline
Jun - Aug '24
What is PagarBook?
PagarBook is a comprehensive HRMS solution designed specifically for blue-collar employees. It serves over 20,000 businesses in more than four countries. As a leading platform, PagarBook simplifies workforce management, helping businesses manage attendance and payroll effectively.
Understanding the Problem
Through conversations with customer support, we uncovered some major roadblocks in managing shifts efficiently:
Chaotic Shift Planning
Processes
Many rely on Excel for weekly schedules and WhatsApp for ad-hoc updates. This manual approach leads to inefficiency and errors.
Limited Flexibility for
Weekly Offs
Companies expressed the need for more personalized options, like alternate Saturdays off or longer breaks between shifts. Current systems fall short here.
Rigid Shift
Configuration
Businesses found it difficult to assign shifts with custom configurations like alternate Saturdays or longer breaks for specific teams.
Time to talk to our users
Our hospital staff works long shifts, but early clock-ins disrupt schedules by assigning them to earlier shifts, affecting overtime tracking.
Talan Press
Hospital
Managing shifts for a large workforce while accounting for absentees is time-consuming and delays operations.
Cooper Culhane
Manufacturing
As a restaurant worker, the lack of flexible shift and break scheduling makes managing work hours frustrating.
Ellie Herwitz
Restaurant
Organising Insights
Structured my research notes, quotes, and data using affinity mapping for better organization.
How might we simplify shift scheduling through automation, enable customizable rules (like night shift pay multipliers), and eliminate manual inefficiencies to create a scalable, user-friendly system?
How might we simplify shift scheduling through automation, enable customizable rules (like night shift pay multipliers), and eliminate manual inefficiencies to create a scalable, user-friendly system?
Business Goals
Bridging User-Centric Design and Strategic Growth Objectives
Optimise Shift Assigning
Processes
Optimise Shift Assigning Processes
Simplify and enhance the shift assignment process to ensure accurate definitions, improve efficiency, and provide a seamless user experience.
Boost Operational
Efficiency
Automate repetitive tasks like shift scheduling to save time and allow managers to focus on strategic priorities that drive business growth.
Improve
engagement
Strengthen user reliance on PagarBook for critical workflows, such as attendance tracking and scheduling, by providing intuitive and dependable solutions.
Challenge 01
Lack of Shift Configuration &
Unclear Breaks
Lack of Shift Configuration &
Unclear Breaks
The current system did not allow for proper shift configuration, leading to ambiguity. Breaks assigned to each shift were unclear, causing confusion and misalignment in scheduling.
Design Solution
Solved time-consuming scheduling and limited customization by introducing timeline visualization, buffer time, and flexible break intervals, streamlining shift management and enhancing efficiency.
Exploration
Final
Exploration
Final
Exploration
Final
Exploration
Final
Exploration
Final
Exploration
Final
More Settings with respect to how the
shift is defined
Work Hour Setting
Clearly define work hours for full and half days, and set automatic statuses for attendance based on actual hours logged, ensuring accurate attendance tracking.
Shift Rate
This setting lets businesses apply salary multipliers, like 1.5x or 2x, for shifts, simplifying pay adjustments for overtime or night shifts.
Shift Rate
This setting lets businesses apply salary multipliers, like 1.5x or 2x, for shifts, simplifying pay adjustments for overtime or night shifts.
Shift Rate
This setting lets businesses apply salary multipliers, like 1.5x or 2x, for shifts, simplifying pay adjustments for overtime or night shifts.
More Settings with respect to how the
shift is defined
Challenge 02
Missing Weekly Off Configuration
The current system lacked a proper weekly off configuration, making it difficult to manage regular days off for staff
Design Solution
Solved the lack of flexibility in weekly off scheduling by introducing customizable options, enabling businesses to define off days, alternate schedules, and half-day weekends, streamlining management and boosting adaptability.
Weekly Off Definition
Defining regular Weekly Off days for employees, with options to specify different off days for each week of the month. Enable or disable half-day weekends based on company policy.
Monthly Recurrence Patterns:
Configure recurring off days across weeks (e.g., every alternate Saturday or specific days like the first and third Friday).
Half Day Weekend
Set up weekly off days across the month, specifying whether each off day is a full day or a half day. Customize each week’s off schedule to accommodate variations in team requirements.
Challenge 03
No System for Scheduling Shifts
We didn’t have any system in place for scheduling shifts, which made it challenging to assign and manage work hours effectivel
Design Solution
Shift scheduler streamlines shift planning and automate recurring tasks. It provides businesses with the ability to create, manage, and adjust work schedules effortlessly, reducing the time and complexity involved in manual scheduling.
Configure Shift Frequency
Automate scheduling based on daily, weekly, bi-weekly, or custom intervals.
Specify applicable periods, start and end dates, or set indefinite scheduling cycles.
Shift Rotation
Define rotation patterns to ensure seamless transitions between shifts (e.g., from morning to evening shifts).
Set up shift pairs to manage workload distribution and prevent employee fatigue.
Exploration
Final
Exploration
Final
Exploration
Final
Exploration
Final
Final Designs
The shift management system provides a seamless and flexible scheduling experience based on four key workflows
Final Designs
The shift management system provides a seamless and flexible scheduling experience based on four key workflows
Shift Creation
Shift Creation
Shift Creation
Clear shift definitions and customizable breaks eliminated ambiguity, significantly improving scheduling accuracy and reducing user confusion.
Clear shift definitions and customizable breaks eliminated ambiguity, significantly improving scheduling accuracy and reducing user confusion.
Clear shift definitions and customizable breaks eliminated ambiguity, significantly improving scheduling accuracy and reducing user confusion.
Weekly Off Settings
Weekly Off Settings
Weekly Off Settings
Flexible weekly off configurations streamlined scheduling, cutting down manual adjustments and increasing adaptability—resulting in faster roster creation.
Flexible weekly off configurations streamlined scheduling, cutting down manual adjustments and increasing adaptability—resulting in faster roster creation.
Shift Scheduler
Shift Scheduler
Shift Scheduler
Automated shift assignment simplified scheduling workflows, dramatically reducing assignment time by 90% and boosting user efficiency.
Automated shift assignment simplified scheduling workflows, dramatically reducing assignment time by 90% and boosting user efficiency.
Automated shift assignment simplified scheduling workflows, dramatically reducing assignment time by 90% and boosting user efficiency.
Roster View
Roster View
Roster View
Visual schedules provided real-time clarity and oversight, minimizing errors, enhancing user engagement, and increasing platform adoption within just two weeks.
Visual schedules provided real-time clarity and oversight, minimizing errors, enhancing user engagement, and increasing platform adoption within just two weeks.
Impact
Positive Impact & Increased Engagement
6%
Businesses adopted to the feature in the first two week, covering over 20k staffs.
90%
Reduction in Shift Assignment Time Automation streamlined scheduling, freeing managers to focus on higher-value tasks."
52.15%
Average weekly roster creation. Starting from an initial value of 62 and growing steadily each week
Takeaways & Learnings
Talk to developers early to understand technical limitations.
This ensures that the proposed designs are feasible and align with the project's scope.
Iterative Validation is Crucial
Regular testing and feedback refined workflows, delivering impactful results.
Next Project
Enhanced Shift Creation with Customizable Features
Enhanced Shift Creation with Customizable Features
at PagarBook
Role
Research
Design
Dev Handoff
Team
Product Manager
4 Engineers
Timeline
4 months
Jun - Aug '24
What is PagarBook?
PagarBook is a comprehensive HRMS solution designed specifically for blue-collar employees. It serves over 20,000 businesses in more than four countries. As a leading platform, PagarBook simplifies workforce management, helping businesses manage attendance and payroll effectively.
Understanding the Problem
Through conversations with customer support, we uncovered some major roadblocks in managing shifts efficiently:
Chaotic Shift Planning Processes
Many rely on Excel for weekly schedules and WhatsApp for ad-hoc updates. This manual approach leads to inefficiency and errors.
Limited Flexibility for Weekly Offs
Companies expressed the need for more personalized options, like alternate Saturdays off or longer breaks between shifts. Current systems fall short here.
Rigid Shift Configuration
Businesses found it difficult to assign shifts with custom configurations like alternate Saturdays or longer breaks for specific teams.
Time to talk to our users
We spoke to users across industries to understand their challenges and explores the need for solutions
Talan Press
Hospital
Our hospital staff works long shifts, but early clock-ins disrupt schedules by assigning them to earlier shifts, affecting overtime tracking.
Cooper Culhane
Manufacturing
Managing shifts for a large workforce while accounting for absentees is time-consuming and delays operations.
Ellie Herwitz
Restaurant
As a restaurant worker, the lack of flexible shift and break scheduling makes managing work hours frustrating.
Cluster Analysis
Torem ipsum dolor sit amet, consectetur adipiscing elit.
How might we simplify shift scheduling through automation, enable customizable rules (like night shift pay multipliers), and eliminate manual inefficiencies to create a scalable, user-friendly system?
Business Goals
Bridging User-Centric Design and Strategic Growth Objectives
Optimise Shift Assigning Processes
Simplify and enhance the shift assignment process to ensure accurate definitions, improve efficiency, and provide a seamless user experience.
Boost Operational Efficiency
Automate repetitive tasks like shift scheduling to save time and allow managers to focus on strategic priorities that drive business growth.
Improve Engagement
Strengthen user reliance on PagarBook for critical workflows, such as attendance tracking and scheduling, by providing intuitive and dependable solutions.
Challenge 01
Lack of Shift Configuration &
Unclear Breaks
The current system did not allow for proper shift configuration, leading to ambiguity. Breaks assigned to each shift were unclear, causing confusion and misalignment in scheduling.
There were no configuration options for each shift or definitions for full-day or half-day work hours, limiting flexibility and adaptability to scheduling needs.
The system only supported unpaid breaks, limited to one per shift and without specific time intervals like 12:00-12:30, making scheduling rigid and inefficient.
Design Solution
Solved time-consuming scheduling and limited customization by introducing timeline visualization, buffer time, and flexible break intervals, streamlining shift management and enhancing efficiency.
Challenge 02
Missing Weekly Off Configuration
The current system lacked a proper weekly off configuration, making it difficult to manage regular days off for staff
Assigning different off days for teams was cumbersome, with fixed weekly offs unable to handle cases like alternate Saturdays, limiting flexibility for varying team schedules.
The configuration was only at the business or staff level, which limited scalability. This required users to manually assign staff to specific off days, turning it into a tedious and time-consuming process for larger teams.
Design Solution
Solved the lack of flexibility in weekly off scheduling by introducing customizable options, enabling businesses to define off days, alternate schedules, and half-day weekends, streamlining management and boosting adaptability.
Weekly Off Definition
Defining regular Weekly Off days for employees, with options to specify different off days for each week of the month. Enable or disable half-day weekends based on company policy.
Monthly Recurrence Patterns:
Configure recurring off days across weeks (e.g., every alternate Saturday or specific days like the first and third Friday).
Half Day Weekend
Set up weekly off days across the month, specifying whether each off day is a full day or a half day. Customize each week’s off schedule to accommodate variations in team requirements.
Challenge 03
No System for Scheduling Shifts
We didn’t have any system in place for scheduling shifts, which made it challenging to assign and manage work hours effectivel
Design Solution
Shift scheduler streamlines shift planning and automate recurring tasks. It provides businesses with the ability to create, manage, and adjust work schedules effortlessly, reducing the time and complexity involved in manual scheduling.
Configure Shift Frequency
Automate scheduling based on daily, weekly, bi-weekly, or custom intervals.
Specify applicable periods, start and end dates, or set indefinite scheduling cycles.
Shift Rotation
Define rotation patterns to ensure seamless transitions between shifts (e.g., from morning to evening shifts).
Set up shift pairs to manage workload distribution and prevent employee fatigue.
Exploration
Final
Exploration
Final
Exploration
Final
Shift Creation
The current system did not allow for proper shift configuration, leading to ambiguity. Breaks assigned to each shift were unclear, causing confusion and misalignment in scheduling.
Weekly Off Settings
The current system did not allow for proper shift configuration, leading to ambiguity. Breaks assigned to each shift were unclear, causing confusion and misalignment in scheduling.
Shift Scheduler
The current system did not allow for proper shift configuration, leading to ambiguity. Breaks assigned to each shift were unclear, causing confusion and misalignment in scheduling.
Impact
Positive Impact & Increased Engagement
6%
Businesses adopted to the feature in the first two week, covering over 20k staffs.
90%
Reduction in Shift Assignment Time Automation streamlined scheduling, freeing managers to focus on higher-value tasks."
52.15%
Average weekly roster creation. Starting from an initial value of 62 and growing steadily each week
Take Aways & Learnings
Talk to developers early to understand technical limitations.
This ensures that the proposed designs are feasible and align with the project's scope.
Iterative Validation is Crucial
Regular testing and feedback refined workflows, delivering impactful results.
Next Case Study
Streamlined Order Management with Centralized
Solutions
Streamlined Order Management with Centralized Solutions