Article Highlights
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.
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.
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:
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.
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:
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.
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.
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.
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:
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.
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.
Here, include a step-by-step procedure for accessing the software, including instructions for logging in and navigating to the appropriate pages.
Here, outline the process for submitting time off requests.
Here, detail the process for submitting overtime, compensatory time, and off-duty details.
Here, describe the responsibilities of supervisors in the new system.
Here, detail the duties of tour commanders related to scheduling.
Here, outline the responsibilities of system administrators in maintaining the new system.
Here, describe the consequences of violating the software’s system.
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..
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:
Once testing is complete, you’ll have the confidence that your system is fully ready for implementation, without any unexpected challenges.
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:
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.
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.
Want to share these steps with your team?
Demonstrate your due diligence to command staff and decision-makers by showing how straightforward implementation can be with the right vendor supporting you every step of the way. Download the implementation infographic below.
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