Timegrip frees up time and optimises Scheduling for XL-BYG
At the end of 2018, XL-Centerbyg Odense A/S introduced the time registration system Timegrip (formerly TimePlan). The management already anticipates significant time savings when creating work schedules and processing payroll in the future. At the same time, sources of errors are minimised, benefiting both managers and employees. This post is written by Liselotte Christensen, XL-BYG.
Like many others in the building materials industry, the management of XL-Centerbyg in Odense has, over the years, handled the company’s work schedules, time-off accounts, and holiday records in an advanced Excel spreadsheet. While this worked well, manually managing data is not only time-consuming for those involved, but also introduces a high risk of errors.
Digitalisation reduces sources of errors
"It goes without saying that every time changes to working hours, holidays, or other details need to be entered manually, there is a risk of errors and misunderstandings," says Finance Manager Leif H. Jensen, XL-Centerbyg. However, he explains that minimising errors was not the only reason for implementing Timegrip.
"First and foremost, Timegrip consolidates all data on working hours, overtime, time off in lieu, holidays, and more in one place. This provides a much more efficient and streamlined management process than before when this data was stored in multiple locations. Additionally, payroll processing can now be carried out directly in Timegrip, allowing us to send a file directly to our payroll system. This eliminates the need for duplicate data entry, which was previously an issue, making a noticeable and effective difference," emphasises Leif H. Jensen.
Built-in alerts during the planning phase
Construction Products Manager Kim Thomsen agrees with the praise for Timegrip. He also highlights that the system offers benefits in other areas.
"Timegrip activates a 'warning light' if, for example, an employee’s work schedule does not meet the required 592 hours. At the same time, the system can display graphs indicating whether a department is over- or understaffed during a certain period, or how much the total payroll cost has been in a given timeframe. This means that, in the long run, we can ensure even more profitable staffing levels during opening hours, as well as around special campaigns and public holidays," says Kim Thomsen.
According to the Construction Products Manager, Timegrip also ensures automatic compliance with labour agreements.
"Once all agreements are entered into Timegrip, the system provides reminders if, for example, a work schedule or time-off request does not comply with the applicable regulations. This means that management no longer has to spend time manually ensuring strict adherence to the rules," he points out.
Quick overview via the app
So far, only the Finance Manager and the Construction Products Manager have been using Timegrip. However, in the future, employees responsible for closing the stores in the evening will also have access to update the work schedule before leaving for the day.
"Once this function is implemented, it will mean that managers enter the data while it is still fresh in their memory. Employees will then be able to access the Timegrip app on their way home from work, for example on the bus, to check whether their recorded working hours are correct. This allows us to quickly detect and correct any errors in the records," stresses Leif H. Jensen.
Kim Thomsen agrees and adds that employees greatly appreciate having an overview of their working hours, holiday balance, leave days, and time off in lieu all in one place at any time.
"One employee has even started requesting holidays directly through the app. It’s smart, but still something I need to get used to," he says with a smile.
Efficient process enabled a quick start
When XL-Centerbyg’s management signed a contract with the chain office to join Timegrip, the Finance Manager received a manual for implementing the system.
"The handbook has been an extremely useful tool in the process. It outlines the tasks that need to be completed before, during, and after the implementation process," says Leif H. Jensen.
Additionally, he is very satisfied with the support received from the chain office’s Timegrip expert.
"The HR employee has remotely accessed my screen multiple times via TeamViewer, providing training tailored to our own IT environment. Even though we were sitting in different cities—Odense and Aarhus—the training was specifically adapted to my needs and requests. In fact, I struggle to find any disadvantages with the Timegrip system or its implementation process," concludes Leif H. Jensen.
Once fully implemented, XL-Centerbyg Odense A/S will have approximately 30 employees using Timegrip.
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