[Angelica Martinez]

Hi Kourtney,

I didn’t know that you could have schedules in Workday since we are a Workday campus too so I’m curious to look into that. My name is Angelica Martinez and I am the Assistant Director of First-Year & Transition Programs at The New School in NYC. For us, we also have a large staff (about 50-60 students depending on the season) and two positions – we’ve been using?Connecteam and it’s been really helpful for us. This site has a range of capabilities and we paid for the lowest tier. You’re able to put in shifts, single, multiple, or recurring, for an entire semester or year. Students after they make their account can pick and select shifts. You’re able to approve them and students are able to swap as well with your approval. When I want to cross reference their hours with the ones they submit in Workday I can export weeks or months to see them, and you can see how many hours each student is working – for me especially helpful since I want to make sure they are all getting about the same. Depending on what tier you purchase as well, there’s also a direct messaging system, you can add tasks, and more.

There is tiered pricing so you can choose what works best for you and your team and I also appreciate we can pay monthly so we actually only use it for 2-3 months before cancelling and reusing it the following year. If you have questions about it feel free to reach out via email at martinea@newschool.edu !

——————————
Angelica Martinez
Assistant Director of First-Year & Transition Experiences
The New School
New York NY
(201) 665-4140
——————————
——————————————-
Original Message:
Sent: 03-05-2025 15:58
From: Kourtney Duchesneau Spaulding
Subject: Solutions for Shift Scheduling?

Hi folks

We have a staff of about 80 student staff over 4 positions in the building, and we are looking at the possibility of new shift scheduling software. It needs to allow for students to input either their availability for shifts, or their restrictions, whichever way the system works. And we need some options to auto populate available employees into shifts (close to 2,000 shifts a month) on a monthly basis.

We previously used When to Work. Then we moved over to SubItUp for a variety of reasons. When to Work worked, but was mostly old, antiquated feeling and we moved right before they raised their prices. SubItUp works for most of our needs, but has become more and more frustrating both on the administrative end and the student side over the last year (including little things like the inability to connect it to a student’s Google Calendar, which we were previously able to do, among other things). We are open to suggestions outside of these two options, and the cost is not necessarily prohibitive. We are a Workday campus and we know that you CAN have schedules in Workday, but we weren’t sure if anyone out here was using Workday to schedule medium to large student groups, and if so, what that experience has been like. We just switched to Workday in July of 2024 and many of the features are not turned on for our campus yet, as they slowly transition. We do know that students will schedule next academic year courses in Workday so their class schedules will be in there. 

Thank you for any ideas and support!

——————————
Kourtney Spaulding
Associate Director for Events & Operations
Miami University
Oxford OH
(513) 529-2763
——————————

[ygutierrez]

Hi Kourtney,

At the University of Texas at San Antonio Student Union, we use Teams Shifts and that has been very helpful with creating specific groups in the schedule.? I then divide student staff into Front Desk, Table Checkout, Student Manager, and Graduate Assistant groups.? Once you create subgroups, they will pop up for you each week as you created them.? I do have specific students assigned permanently to each area, so that has been easier to see shift gaps.

Yolanda Gutierrez

Assistant Director, Student Union Event Services

University of Texas at San Antonio

San Antonio, Texas

(210) 458-6845

——————————
Yolanda Gutierrez
University of Texas-San Antonio
(210) 458-6845
——————————
——————————————-
Original Message:
Sent: 03-05-2025 15:58
From: Kourtney Duchesneau Spaulding
Subject: Solutions for Shift Scheduling?

Hi folks

We have a staff of about 80 student staff over 4 positions in the building, and we are looking at the possibility of new shift scheduling software. It needs to allow for students to input either their availability for shifts, or their restrictions, whichever way the system works. And we need some options to auto populate available employees into shifts (close to 2,000 shifts a month) on a monthly basis.

We previously used When to Work. Then we moved over to SubItUp for a variety of reasons. When to Work worked, but was mostly old, antiquated feeling and we moved right before they raised their prices. SubItUp works for most of our needs, but has become more and more frustrating both on the administrative end and the student side over the last year (including little things like the inability to connect it to a student’s Google Calendar, which we were previously able to do, among other things). We are open to suggestions outside of these two options, and the cost is not necessarily prohibitive. We are a Workday campus and we know that you CAN have schedules in Workday, but we weren’t sure if anyone out here was using Workday to schedule medium to large student groups, and if so, what that experience has been like. We just switched to Workday in July of 2024 and many of the features are not turned on for our campus yet, as they slowly transition. We do know that students will schedule next academic year courses in Workday so their class schedules will be in there. 

Thank you for any ideas and support!

——————————
Kourtney Spaulding
Associate Director for Events & Operations
Miami University
Oxford OH
(513) 529-2763
——————————

[mvu]

Thank you for sharing, Yolanda,

At Creighton University, we also use Teams Shift for our Desk Attendants and Event Support teams. I am happy to hear that this is also used in your institution.

While this may not be related to the original question, but I was wondering how y’all intake student availability and assign shifts to them. We have Scheduling Meetings every semester, where we do “roll calls” and have each student pick one shift at a time until the schedule is filled. I wonder if there is a better or faster way to do this, but we have been doing this for a few years.

Have a great day,

——————————
Minh Vu
Operation’s Coordinator- Communications and Technology
Creighton University
(402) 280-1408
——————————
——————————————-
Original Message:
Sent: 03-06-2025 09:16
From: Yolanda Gutierrez
Subject: Solutions for Shift Scheduling?

Hi Kourtney,

At the University of Texas at San Antonio Student Union, we use Teams Shifts and that has been very helpful with creating specific groups in the schedule.  I then divide student staff into Front Desk, Table Checkout, Student Manager, and Graduate Assistant groups.  Once you create subgroups, they will pop up for you each week as you created them.  I do have specific students assigned permanently to each area, so that has been easier to see shift gaps.

Yolanda Gutierrez

Assistant Director, Student Union Event Services

University of Texas at San Antonio

San Antonio, Texas

(210) 458-6845

——————————
Yolanda Gutierrez
University of Texas-San Antonio
(210) 458-6845
——————————

Original Message:
Sent: 03-05-2025 15:58
From: Kourtney Duchesneau Spaulding
Subject: Solutions for Shift Scheduling?

Hi folks

We have a staff of about 80 student staff over 4 positions in the building, and we are looking at the possibility of new shift scheduling software. It needs to allow for students to input either their availability for shifts, or their restrictions, whichever way the system works. And we need some options to auto populate available employees into shifts (close to 2,000 shifts a month) on a monthly basis.

We previously used When to Work. Then we moved over to SubItUp for a variety of reasons. When to Work worked, but was mostly old, antiquated feeling and we moved right before they raised their prices. SubItUp works for most of our needs, but has become more and more frustrating both on the administrative end and the student side over the last year (including little things like the inability to connect it to a student’s Google Calendar, which we were previously able to do, among other things). We are open to suggestions outside of these two options, and the cost is not necessarily prohibitive. We are a Workday campus and we know that you CAN have schedules in Workday, but we weren’t sure if anyone out here was using Workday to schedule medium to large student groups, and if so, what that experience has been like. We just switched to Workday in July of 2024 and many of the features are not turned on for our campus yet, as they slowly transition. We do know that students will schedule next academic year courses in Workday so their class schedules will be in there. 

Thank you for any ideas and support!

——————————
Kourtney Spaulding
Associate Director for Events & Operations
Miami University
Oxford OH
(513) 529-2763
——————————

[ygutierrez]

Hi Minh,

We have a student manager who handles weekly scheduling and receives school schedules and time off requests from student staff.? Our student manager knows the shifts which need to covered so she assigns students to each and updates me on any shifts which may not have a student assigned.? She also works on scheduled two weeks out.

I hope this helps.? I’ll be happy to send more information to you.

Yolanda

——————————
Yolanda Gutierrez
University of Texas-San Antonio
(210) 458-6845
——————————
——————————————-
Original Message:
Sent: 03-14-2025 15:22
From: Minh Vu
Subject: Solutions for Shift Scheduling?

Thank you for sharing, Yolanda,

At Creighton University, we also use Teams Shift for our Desk Attendants and Event Support teams. I am happy to hear that this is also used in your institution.

While this may not be related to the original question, but I was wondering how y’all intake student availability and assign shifts to them. We have Scheduling Meetings every semester, where we do “roll calls” and have each student pick one shift at a time until the schedule is filled. I wonder if there is a better or faster way to do this, but we have been doing this for a few years.

Have a great day,

——————————
Minh Vu
Operation’s Coordinator- Communications and Technology
Creighton University
(402) 280-1408
——————————

Original Message:
Sent: 03-06-2025 09:16
From: Yolanda Gutierrez
Subject: Solutions for Shift Scheduling?

Hi Kourtney,

At the University of Texas at San Antonio Student Union, we use Teams Shifts and that has been very helpful with creating specific groups in the schedule.  I then divide student staff into Front Desk, Table Checkout, Student Manager, and Graduate Assistant groups.  Once you create subgroups, they will pop up for you each week as you created them.  I do have specific students assigned permanently to each area, so that has been easier to see shift gaps.

Yolanda Gutierrez

Assistant Director, Student Union Event Services

University of Texas at San Antonio

San Antonio, Texas

(210) 458-6845

——————————
Yolanda Gutierrez
University of Texas-San Antonio
(210) 458-6845

Original Message:
Sent: 03-05-2025 15:58
From: Kourtney Duchesneau Spaulding
Subject: Solutions for Shift Scheduling?

Hi folks

We have a staff of about 80 student staff over 4 positions in the building, and we are looking at the possibility of new shift scheduling software. It needs to allow for students to input either their availability for shifts, or their restrictions, whichever way the system works. And we need some options to auto populate available employees into shifts (close to 2,000 shifts a month) on a monthly basis.

We previously used When to Work. Then we moved over to SubItUp for a variety of reasons. When to Work worked, but was mostly old, antiquated feeling and we moved right before they raised their prices. SubItUp works for most of our needs, but has become more and more frustrating both on the administrative end and the student side over the last year (including little things like the inability to connect it to a student’s Google Calendar, which we were previously able to do, among other things). We are open to suggestions outside of these two options, and the cost is not necessarily prohibitive. We are a Workday campus and we know that you CAN have schedules in Workday, but we weren’t sure if anyone out here was using Workday to schedule medium to large student groups, and if so, what that experience has been like. We just switched to Workday in July of 2024 and many of the features are not turned on for our campus yet, as they slowly transition. We do know that students will schedule next academic year courses in Workday so their class schedules will be in there. 

Thank you for any ideas and support!

——————————
Kourtney Spaulding
Associate Director for Events & Operations
Miami University
Oxford OH
(513) 529-2763
——————————

[kdyleski]

Hi all,?

We use Teams Shifts as well and there is a way for the students to input their availability into the app under the settings.? It can be a little wonky but it has been helpful when trying to find coverage.?

——————————
Kaitlyn Dyleski
Associate Director, Student Development & Operations
Bridgewater State University
Bridgewater MA
(508) 531-2872
——————————
——————————————-
Original Message:
Sent: 03-14-2025 15:22
From: Minh Vu
Subject: Solutions for Shift Scheduling?

Thank you for sharing, Yolanda,

At Creighton University, we also use Teams Shift for our Desk Attendants and Event Support teams. I am happy to hear that this is also used in your institution.

While this may not be related to the original question, but I was wondering how y’all intake student availability and assign shifts to them. We have Scheduling Meetings every semester, where we do “roll calls” and have each student pick one shift at a time until the schedule is filled. I wonder if there is a better or faster way to do this, but we have been doing this for a few years.

Have a great day,

——————————
Minh Vu
Operation’s Coordinator- Communications and Technology
Creighton University
(402) 280-1408
——————————

Original Message:
Sent: 03-06-2025 09:16
From: Yolanda Gutierrez
Subject: Solutions for Shift Scheduling?

Hi Kourtney,

At the University of Texas at San Antonio Student Union, we use Teams Shifts and that has been very helpful with creating specific groups in the schedule.  I then divide student staff into Front Desk, Table Checkout, Student Manager, and Graduate Assistant groups.  Once you create subgroups, they will pop up for you each week as you created them.  I do have specific students assigned permanently to each area, so that has been easier to see shift gaps.

Yolanda Gutierrez

Assistant Director, Student Union Event Services

University of Texas at San Antonio

San Antonio, Texas

(210) 458-6845

——————————
Yolanda Gutierrez
University of Texas-San Antonio
(210) 458-6845

Original Message:
Sent: 03-05-2025 15:58
From: Kourtney Duchesneau Spaulding
Subject: Solutions for Shift Scheduling?

Hi folks

We have a staff of about 80 student staff over 4 positions in the building, and we are looking at the possibility of new shift scheduling software. It needs to allow for students to input either their availability for shifts, or their restrictions, whichever way the system works. And we need some options to auto populate available employees into shifts (close to 2,000 shifts a month) on a monthly basis.

We previously used When to Work. Then we moved over to SubItUp for a variety of reasons. When to Work worked, but was mostly old, antiquated feeling and we moved right before they raised their prices. SubItUp works for most of our needs, but has become more and more frustrating both on the administrative end and the student side over the last year (including little things like the inability to connect it to a student’s Google Calendar, which we were previously able to do, among other things). We are open to suggestions outside of these two options, and the cost is not necessarily prohibitive. We are a Workday campus and we know that you CAN have schedules in Workday, but we weren’t sure if anyone out here was using Workday to schedule medium to large student groups, and if so, what that experience has been like. We just switched to Workday in July of 2024 and many of the features are not turned on for our campus yet, as they slowly transition. We do know that students will schedule next academic year courses in Workday so their class schedules will be in there. 

Thank you for any ideas and support!

——————————
Kourtney Spaulding
Associate Director for Events & Operations
Miami University
Oxford OH
(513) 529-2763
——————————

[Sadie Katie Hampton]

Hi Kourtney,

We love our scheduling system! We use one called SLING Scheduling. It allows users to create recurring unavailability (such as class schedules, weekly meetings, etc.) and also request time off. When building shifts, the system shows only those who are available based on both their availability and assigned position. For example, our events team members wouldn’t show up as available for my operations staff shifts.

There are also options to make shifts available for pickup and customize various attributes. The way we have it set up is that we, as the schedulers, enter each student’s semester-long unavailability (such as weekly recurring classes), while they enter their time-off requests. You can also allow students to enter their availability themselves, but we found that doing it for them at the start of the semester worked better for our team. However, the option is there!

Another great feature is the ability to set pay rates at both individual and position levels, helping to track labor costs. One of my favorite aspects is the time clock feature-employees can clock in and out directly from the app. You can also set it up on specific computers, enable geolocation for mobile clock-ins, or even create a check-in kiosk on a computer or tablet. There are so many great options!

SLING has worked GREAT for us in the Student Union, and I highly recommend it!

——————————
Sadie Katie Hampton
Assistant Director, Student Unions
Middle Tennessee State University
Murfreesboro TN
(615) 494-7643
——————————
——————————————-
Original Message:
Sent: 03-05-2025 15:58
From: Kourtney Duchesneau Spaulding
Subject: Solutions for Shift Scheduling?

Hi folks

We have a staff of about 80 student staff over 4 positions in the building, and we are looking at the possibility of new shift scheduling software. It needs to allow for students to input either their availability for shifts, or their restrictions, whichever way the system works. And we need some options to auto populate available employees into shifts (close to 2,000 shifts a month) on a monthly basis.

We previously used When to Work. Then we moved over to SubItUp for a variety of reasons. When to Work worked, but was mostly old, antiquated feeling and we moved right before they raised their prices. SubItUp works for most of our needs, but has become more and more frustrating both on the administrative end and the student side over the last year (including little things like the inability to connect it to a student’s Google Calendar, which we were previously able to do, among other things). We are open to suggestions outside of these two options, and the cost is not necessarily prohibitive. We are a Workday campus and we know that you CAN have schedules in Workday, but we weren’t sure if anyone out here was using Workday to schedule medium to large student groups, and if so, what that experience has been like. We just switched to Workday in July of 2024 and many of the features are not turned on for our campus yet, as they slowly transition. We do know that students will schedule next academic year courses in Workday so their class schedules will be in there. 

Thank you for any ideas and support!

——————————
Kourtney Spaulding
Associate Director for Events & Operations
Miami University
Oxford OH
(513) 529-2763
——————————

[Antonio Talamo]

Hi Kourtney,?

We are using Humanity and have been for about 5 years now. Their customer service is fantastic and they’ll help you set everything you need up. IT is very simple and students love it. They clock in and out from their phones, receive updates and can easily trade or drop shifts. What’s nice about it is that you can essentially customize everything to be have more or less admin control. We have different positions and locations as well. It can integrate into Workday if your University chose that route but we don’t currently have that option. Happy to chat!?

talamoa@montclair.edu

——————————
Antonio Talamo
Assistant Director – Student Center & Commuter Life
Montclair State University
Upper Montclair NJ
(973) 655-3377
——————————
——————————————-
Original Message:
Sent: 03-05-2025 15:58
From: Kourtney Duchesneau Spaulding
Subject: Solutions for Shift Scheduling?

Hi folks

We have a staff of about 80 student staff over 4 positions in the building, and we are looking at the possibility of new shift scheduling software. It needs to allow for students to input either their availability for shifts, or their restrictions, whichever way the system works. And we need some options to auto populate available employees into shifts (close to 2,000 shifts a month) on a monthly basis.

We previously used When to Work. Then we moved over to SubItUp for a variety of reasons. When to Work worked, but was mostly old, antiquated feeling and we moved right before they raised their prices. SubItUp works for most of our needs, but has become more and more frustrating both on the administrative end and the student side over the last year (including little things like the inability to connect it to a student’s Google Calendar, which we were previously able to do, among other things). We are open to suggestions outside of these two options, and the cost is not necessarily prohibitive. We are a Workday campus and we know that you CAN have schedules in Workday, but we weren’t sure if anyone out here was using Workday to schedule medium to large student groups, and if so, what that experience has been like. We just switched to Workday in July of 2024 and many of the features are not turned on for our campus yet, as they slowly transition. We do know that students will schedule next academic year courses in Workday so their class schedules will be in there.?

Thank you for any ideas and support!

——————————
Kourtney Spaulding
Associate Director for Events & Operations
Miami University
Oxford OH
(513) 529-2763
——————————