Founded in 1984, American Kids Sports Center (AKSC) has grown to become one of California's most successful and unique sports centers for kids. With two locations in Bakersfield, AKSC provides sports instruction to nearly 5,000 students in gymnastics, dance, cheerleading, martial arts, and swimming. They also offer activities, such as parties, sports camps and parent's night out.
Simplifying schedule-driven staff scheduling
Unlike many scheduling operations, AKSC doesn't schedule their staff to work 'shifts' (e.g. 10am-3pm), they need staff to cover 'blocks' of time that correspond to classes. "We're unique in a number of ways," said AKSC Administration Coordinator, Megan Boozer, "We manage a large number of labor departments and our process for swapping employees is unique. We are schedule-driven as opposed to shift-driven."
In order to resolve scheduling problems, AKSC implemented a new employee scheduling system, however, they quickly realized this decision may have been a mistake. Their new system didn't offer a web interface, have integration with QuickBooks, or allow for customized labor reporting. "Without the reports we needed, we couldn't reconcile payroll expenses or tell what our labor costs were for each department," explained Megan. Based on these problems, AKSC decided it was time to find a new solution.
By eliminating manual payroll reporting, and decreasing the amount of time spent scheduling, the staff at American Kids Sports Center are now able to focus on their classes.
An innovative approach that engaged managers and employees alike
This time, AKSC found SubItUp's employee scheduling software. Megan's team was determined to do a thorough evaluation to ensure SubItUp was the solution to their problem. "We were impressed with SubItUp's willingness to spend time and understand our needs. The fact that we could talk directly to their software engineers was a huge selling point," explained Megan, "It was clear they were determined to make it work."
After their thorough evaluation, AKSC decided to implement SubItUp as their new employee scheduling solution. "I love the way SubItUp schedules staff, no other system works the same way," exclaimed Megan, "Each class is treated as a separate time block and coverage is assigned based on the classes offered." AKSC's staff also loves the way SubItUp's scheduling software works for adding, dropping, and swapping coverage - notifications are only send to those qualified to cover particular classes.
A new paradigm of collaborating online to manage the schedule
A benefit AKSC realized instantly was the amount of time SubItUp was saving managers. Managers used to collectively spend 188 hours each 2-week pay period on staff scheduling and payroll processing. With the help of SubItUp, AKSC managers were able to cut this process down to only 65 hours (a savings of 65%). Similarly, individual managers would spend 3-4 hours each pay period reviewing and confirming employees' hours worked. With SubItUp's web-based time clock and auto reconciliation features, managers were able to eliminate this process entirely. SubItUp's web-based time clock controls when employees can clock in and clock out according to their schedule and managers' customized settings. With the amount of time being saved, SubItUp easily pays for itself, several times over.
When asked what she likes about SubItUp, Megan enthusiastically replied, "I like so many things, the labor cost reports, the ability for staff to update their own availability, labeling each class as a separate time block, the integration with QuickBooks, and so much more." She went on to say, "Oh, and their customer service is amazing! We always receive the support we need, they're with us every step of the way."