How to Roll Out Shift Scheduling Software: A Step-by-Step Guide for a Seamless Implementation

Article Highlights

• Step 1: Build an Implementation Team
• Step 2: Define a Realistic Rollout Timeline
• Step 3: Configure the System with Your Team in Mind
• Step 4: Get Buy-In from the Field
• Step 5: Train Strategically (with SOP example)
• Step 6: Test the System in a Live Environment
• Step 7: Go Live with Confidence
• Bonus Tip

Implementing shift scheduling software can transform how your agency manages time, labor, and scheduling processes—but only if you roll it out successfully. The best scheduling software comes with a smooth implementation plan and extensive support, but the real challenge begins when you introduce it to your team. This guide will help you navigate the rollout process, facilitating a smooth transition that’ll make your agency more efficient and ready to embrace the future of scheduling—without having to figure it all out on your own.

Step 1: Build an Implementation Team

Rolling out a new system like shift scheduling software requires strong teamwork. The team needs a leader, whether that’s you or someone else, and it should also include key employees from the very beginning. This might include your lieutenant, payroll clerk, dispatch manager, or anyone else critical to scheduling and software adoption. This team will help keep your rollout on track and keep details from slipping through the cracks.

Where appropriate, you should involve frontline staff too—especially those who may be resistant to change. Getting their buy-in early on will be impactful when it’s time to switch over to the new system. You’ll also want to loop in someone from finance to address importing payroll. Make sure the payroll system can accept the export file from the scheduling software, and work with your vendor to adjust the system accordingly.

Step 2: Define a Realistic Rollout Timeline

A well-defined timeline is the backbone of a smooth implementation. Set clear milestones such as system setup, testing, beta launch, training, and full go-live. Plan your timeline with the idea of keeping momentum strong throughout the process, and avoid long gaps between phases.

Here’s a sample timeline:

• Month 1-3: Work with the software provider to set up the system.
• Month 4: Test the system by running it alongside your current process (double entry)
• Month 5: Go live with one or two smaller groups
• Month 6: Full deployment and transition to the new system.

Starting small is always a good approach. Begin by testing the software with time-off requests, followed by overtime tracking, and gradually expand to other features.

Step 3: Configure the System with Your Team in Mind

Your software should work for you, not the other way around. This is why involving supervisors, patrol sergeants, and frontline staff in the setup process is so important. They have the most comprehensive knowledge of your agency’s day-to-day, boots-on-the-ground needs, and they can help make sure the system reflects those specific needs and workflows.

Additionally, work with your vendor to standardize terminology across the platform and make sure it aligns with language that your team actually uses. For example, "posts" may refer to different patrol assignments in your agency, while in the software, the same thing might be labeled as "units." Making sure everyone understands this language can help prevent confusion and make the transition smoother for everyone—and even promote overall adoption.

You'll also want to understand how you are configuring your schedules so that in the future you know how to make changes. Learn how scheduling templates work in PowerTime scheduling software here. 

Step 4: Get Buy-In from the Field

The success of your shift scheduling software rollout hinges on securing buy-in from the people who will actually use it. If your team isn’t on board, adoption will be a struggle. Here’s how to make sure your agency is excited and ready to embrace the change:

Communicate Early and Often

Start the conversation long before the software goes live. Let your team know what’s coming and why it matters—and how it will help them. Focus on the positives and demonstrate the benefits: less manual work, more scheduling flexibility, more individual control, and a smoother payroll process. Address any concerns head on and right away, and don’t shy away from questions. The more your team understands the "why," the less resistance you’ll face.

Involve Champions from the Start

Look for influencers within your team—those who are respected and have the trust of their peers. Getting them involved early can help smooth the transition. These champions will be your advocates, making it easier for others to accept the change.

Offer Hands-On Experience

A demo is worth a thousand emails. Let your staff get hands-on with the software, exploring key features like requesting time off, swapping shifts, or managing overtime. This helps them feel confident and capable, not overwhelmed or annoyed.

Step 5: Train Strategically

Training is often the make-or-break point in any software rollout. A “train-the-trainer” approach works best—first, identify a few "power users" within your team and train them in-depth. These are your tech-savvy, quick learners who can pass on information in a helpful way. These power users can then train their colleagues, providing a more organic and scalable method of knowledge transfer.

Best practice would also be developing Standard Operating Procedures (SOP) that outlines the steps for using the software. This should include everything from the very basics of logging into the system to a detailed breakdown of each task your staff will need to complete. This can include submitting time-off requests, managing overtime, updating personal information, and more.

Here’s an example of an SOP structure for training your team:

I. Purpose

Here, include the purpose of your SOP.

For example, explain why the software "PowerTime" or your chosen software was purchased (to simplify scheduling and improve communication) and its intended use.

II. Policy

Here, include the policy for the procedure.

For example, outline that all staff are required to use PowerTime for requests such as taking time off, requesting open shifts, and earning overtime.

III. Procedure

Here, include a step-by-step procedure for accessing the software, including instructions for logging in and navigating to the appropriate pages.

A. Time Off Requests

Here, outline the process for submitting time off requests.

• Explain how staff submit time off requests and view their time balances.
• Describe how supervisors approve or deny requests based on department policy, using available information in PowerTime.
• Discuss how staff can retract a time off request if needed.

B. Overtime Submission, Comp. Time, and Off Duty Details

Here, detail the process for submitting overtime, compensatory time, and off-duty details.

• List the steps for staff to submit overtime and the necessary overtime codes.
• Include instructions for submitting time for off-duty work (such as court time or special details) and what descriptions are required.
• Mention the process for review and approval by supervisors.

IV. Supervisors

Here, describe the responsibilities of supervisors in the new system.

• Explain how supervisors log in at the beginning of each shift to manage manpower and approve requests.
• Mention how they should use the software to fill vacancies, approve time-off and overtime requests, and track their team’s schedule.

V. Tour Commanders

Here, detail the duties of tour commanders related to scheduling.

• Explain how tour commanders can ensure adequate manpower and handle time-off and overtime requests.
• Emphasize that tour commanders review and approve requests at the end of the shift to comply with department policies.

VI. System Administrators

Here, outline the responsibilities of system administrators in maintaining the new system.

• Include tasks like adding/removing users, adjusting employee information, and ensuring the system meets department needs.
• Highlight the responsibility for ensuring the system is properly licensed and configured.

VII. Violations

Here, describe the consequences of violating the software’s system.

• Discuss how staff must not enter false information and that supervisors are responsible for enforcing compliance.
• Mention the potential disciplinary action that could result from violations.

VII. License Agreement

Here, provide any relevant license or access information for PowerTime. Include download and access instructions, along with any licensing terms or restrictions.

Important SOP Tip: 

Your SOP should include detailed, granular instructions for each step in every process. Clearly reference the locations of relevant menus and buttons to make it easy for staff to follow. If possible, link follow-along videos for each process in your SOP—whether they are from the vendor or videos you create yourself..

Step 6: Test the System in a Live Environment

After configuring your system and training your team, the next step is to test the new software alongside your current system. This phase is critical for a smooth transition and to prevent any surprises. Here’s how to do it effectively:

• Start with Parallel Testing: Run the new system alongside your existing process for a few pay periods. This lets you compare results, identify discrepancies, and address issues before they become bigger problems.
• Test with a Small Group: Choose one team or department to try the system first. Their feedback will highlight any challenges, helping you refine the user experience before the full rollout.
• Evaluate All Functionalities: Test features like shift swapping, time-off requests, overtime submissions, and timesheets for payroll. Don’t forget to check mobile access to ensure the system is functional for everyone.
• Monitor and Gather Feedback: Keep an eye on any issues, and gather feedback from users. Is anything unclear or difficult to use? 
• Address Issues Immediately: Fix any bugs or problems during this phase. Take the time to resolve them before going live to ensure a seamless launch.

Once testing is complete, you’ll have the confidence that your system is fully ready for implementation, without any unexpected challenges.

Step 7: Go Live with Confidence

Now that you’ve prepared, trained, and tested your new shift scheduling software, it’s time to go live. This is where everything you’ve worked on comes together. Here’s how to proceed:

Prepare for Deployment:

• Verify all training is completed and staff are comfortable with the new system.
• Confirm that all data has been migrated and payroll exports are functioning.
• Communicate the go-live date
• Do a final test to check for any last-minute issues or technical glitches.

Start with One Group or Shift

• Begin the rollout with a smaller, manageable group or shift to ensure smoother adoption.
• Monitor the transition closely and address any challenges immediately.
• Gather feedback from users and fine-tune processes as needed.

Offer Continuous Support

• Set up a dedicated support team to handle any questions or issues post-launch.
• Schedule additional training sessions to reinforce key features and best practices.
• Provide quick access to a FAQ or troubleshooting guide to ease common concerns.

Finally, don’t forget to celebrate. A new software rollout can be challenging for everyone, including users. You can boost your team’s morale and encourage long-term adoption by acknowledging their efforts with a simple celebration. While there, have employees share success stories and reinforce long-term benefits.

Bonus Tip: Leverage Peer Support

It’s never a bad idea to connect with other public safety agencies that have already implemented the software. Peer insights are invaluable and can provide practical, field-tested advice for overcoming challenges.

Next Steps

Don't let the thought of new software get you down or stall adoption. Implement your new shift scheduling software with confidence and copy these steps into your own doc and adjust for the needs of your agency!

Haven't started exploring solutions yet? Schedule a consultation with us today by filling out the form below. You can learn more about PowerTime scheduling software here. 

“One thing I found exceptional about [PowerTime] was how quickly our agency adapted to it. The [PowerTime] team made sure the implementation process was simple and easy, even during initial setup at the very beginning.”

- Jessica Larmour, Operations Manager, SHASCOM-911