Managing staff schedules and registers is one of the most challenging parts of running a class-based business. Once you expand beyond being a solo provider, the risk of timetable clashes, miscommunication, and confusion over responsibilities grows quickly. Without a reliable system, it’s easy for both staff and families to become frustrated.
Book That In helps by providing straightforward tools to manage schedules and registers, reducing the need for constant manual updates.
1. The Challenges of Staff Scheduling
When you’re managing a team, common issues include:
- Clashing schedules - Two teachers accidentally booked for the same class, or a room double-booked.
- Confusion over changes - Staff missing updates because they’re buried in group chats or spreadsheets.
- Manual registers - Attendance tracked on paper that takes extra time to manage.
- Limited oversight - Hard to see how venues, staff, and bookings fit together.
2. Why Spreadsheets and Manual Systems Fall Short
Spreadsheets and paper-based systems can work for a small team, but they create problems as soon as you grow:
- Updates don’t sync - Not everyone sees changes at the same time.
- Mistakes creep in - It’s easy to miss a clash or mis-type information.
- Extra admin - Teachers waste time checking and updating details.
- No central record - Attendance and workload are difficult to track.
3. How Book That In Makes Scheduling Easier
Book That In offers practical tools to simplify scheduling and registers without overcomplicating things:
- Staff assignment - Link instructors to specific classes, courses, or events. They can log in to see only their schedule and receive booking notifications automatically.
- Permission controls - Add staff with roles like Limited (own calendar), Booking Admin (calendar and related events), or Company Admin (full access). This ensures everyone only sees what’s relevant to them.
- Digital registers - Instructors can mark attendance directly in the system, manage bookings, and contact attendees quickly without paper sheets.
- Customisable communication - Booking confirmations, reminders, and updates are sent automatically. Email templates can be adapted to your own tone.
- Automation options - Use webhooks, Zapier, or Make.com to connect BTI with other tools you use, such as mailing lists or reporting dashboards.
4. Step-by-Step: Setting Up Staff Scheduling in BTI
- Add staff members - Create accounts in the dashboard and assign appropriate roles.
- Assign to events - Link staff to classes so they can access registers and receive notifications.
- Set permissions - Define access levels to protect sensitive data.
- Enable registers - Instructors can take attendance live, with updates syncing instantly.
- Automate workflows - If useful, connect BTI with other tools for reports or communications.
5. Benefits for Providers and Staff
For providers:
- Clear overview of all staff and classes in one place.
- Less admin time spent on rescheduling and chasing updates.
- Reliable records for attendance and workload.
For staff:
- Simple access to their own schedules.
- Easier attendance tracking with digital registers.
- Fewer misunderstandings about changes or responsibilities.
6. Why Book That In Fits
Book That In isn’t a generic booking tool. It was built for class-based businesses, which means the scheduling and register features are designed to handle real-world teaching setups. From assigning staff directly to events, to giving them the right level of access, it keeps things organised without adding unnecessary complexity.
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Final Thoughts
Managing multiple staff and schedules doesn’t have to be stressful. With tools for staff assignment, permissions, and digital registers, Book That In helps you stay organised and reduce admin. That leaves you more time to focus on running great classes and supporting your team. Ready to see how it works? Book your demo today.