The Aquarium of Western Australia (AQWA), located in Hillarys, is one of Australia’s premier attractions, showcasing the diversity of the country's marine life. Known for its expansive aquarium and walk-through underwater tunnel, AQWA offers visitors a unique underwater journey that immerses them in the world beneath the waves. Visitors can experience the mesmerizing beauty of marine life, including species seen from a glass-bottom boat tour.
During school holidays, AQWA faces unique challenges, with thousands of families visiting daily. Managing a workforce that peaks at 250 staff during these busy periods is challenging, especially with a large number of casual employees. Effective workforce management and efficient rostering are critical to meet the demands of this influx of visitors while maintaining high-quality customer service.
For a business of AQWA’s size, efficient rostering and workforce management are crucial to ensure smooth operations. Before adopting RosterElf, AQWA struggled with time-consuming manual processes, relying on outdated Excel spreadsheets to manage staff availability and schedules. The complexity of coordinating staff across different departments added to the issue, wasting valuable management resources. AQWA's experience highlights the importance of streamlining workforce management systems, especially during peak periods.
The challenge of managing AQWA's large workforce during peak times
Managing a workforce is complex, and it becomes even more challenging during peak seasons. At AQWA aquarium, the challenge is most pronounced during school holidays. With thousands of visitors, the Aquarium of Western Australia relies on a mix of full-time, part-time, and casual employees to ensure everything runs smoothly.
During these times, up to 250 staff are rostered each week across AQWA’s different business units. The reliance on casual staff adds complexity. Casual employees offer flexibility, but managing their availability and scheduling them efficiently can be difficult. Ensuring that Aquarium of Western Australia has the right mix of staff for different roles while keeping operations running smoothly becomes a huge challenge without a streamlined rostering system.
John Lowe, AQWA's general manager, mentioned that managing casual employees' schedules was a significant challenge before adopting RosterElf. The scale of operations, combined with the need for real-time communication with staff, made this process difficult. A solution was needed that went beyond traditional rostering methods to improve efficiency and maintain customer satisfaction.
The challenges of manual rostering and inefficient scheduling
Before adopting RosterElf, AQWA relied on Excel spreadsheets for rostering, a system that became inadequate as the business grew. The inefficiencies of manual rostering became evident when it was hard to track staff availability, adjust schedules, and manage last-minute changes.
Every alteration required significant time and effort from senior managers who could have been focusing on other priorities. This caused delays, frustration, and gaps in scheduling, resulting in inefficiencies and wasted time. AQWA faced challenges with the lack of real-time updates and the inability to integrate staff schedules with other business operations. The absence of an automated system also meant that managers had to spend extra time following up on availability, leading to operational bottlenecks.
Common rostering issues faced by AQWA before RosterElf
- Coordinating casual employees' availability was a major challenge.
- Managers had to chase staff for their availability, causing delays and gaps in the schedule.
- Without a centralised system, ensuring all shifts were covered was a time-consuming task.
- Excel lacked features like real-time updates, automated scheduling, and integration with other business systems.
John Lowe commented, “Using Excel spreadsheets was inefficient, and senior managers wasted valuable time making alterations." This lack of an intuitive system not only hindered operations but also affected team morale, as the manual process caused confusion and miscommunication. Without a unified, automated system, AQWA’s workforce management suffered from inefficiencies that impacted both employee satisfaction and customer service.
How RosterElf simplified AQWA's workforce management and rostering
Faced with these challenges, AQWA turned to RosterElf to simplify rostering and eliminate inefficiencies. The software was introduced 18 months ago, transforming how AQWA managed its workforce. The platform’s intuitive design and powerful features helped solve the complexities of AQWA’s operations. It offered a reliable solution for workforce scheduling that streamlined the entire process.
By adopting RosterElf, AQWA automated key aspects of rostering, significantly reducing the time managers spent on manual tasks. The software’s real-time updates and seamless communication features allowed managers to focus on other business priorities. Employees also appreciated the user-friendly system, which improved scheduling accuracy and facilitated better team communication.
RosterElf became a game-changer for AQWA, bringing order and efficiency to workforce management and providing clear benefits in terms of time and cost savings. By automating and centralising the rostering process, AQWA improved its ability to manage both permanent and casual staff, especially during peak seasons.
How RosterElf saved AQWA time and money with streamlined rostering
One of the most notable benefits AQWA experienced with the platform was the significant reduction in time and costs related to workforce management. AQWA divided its operations into over 15 distinct business units, each with its own labour budget. This structure gave managers better control over staffing costs and enabled them to optimise schedules to avoid overstaffing, ensuring that each unit operated within budget.
RosterElf’s clock-in and clock-out system further enhanced accuracy. It allowed AQWA to track the exact hours worked, reducing time theft and ensuring that employees were only paid for the hours they worked. Strategically placed clock-in stations throughout the venue made it easy for staff to check in and out, reducing errors and building trust between staff and management.
RosterElf streamlined the payroll process by integrating with accounting software like Xero, making payroll faster and more accurate, eliminating the manual reconciliation process that had been time-consuming and prone to errors. John Lowe shared his satisfaction: "Efficiency improvements were immediate, and the whole team embraced the system."
Simplifying payroll integration with RosterElf at AQWA
Payroll processing can be one of the most time-consuming tasks for businesses, especially for a large workforce like AQWA’s. Before implementing RosterElf, payroll required manual data entry, which often led to mistakes and delays. RosterElf’s payroll integration automated key steps, ensuring payroll accuracy and saving time.
The role of Xero integration in AQWA’s payroll processing with RosterElf
A key feature AQWA leveraged from RosterElf was its seamless integration with Xero. This feature automated the transfer of rostered hours and clock-in data directly into the payroll system, removing the need for manual data entry. Managers no longer had to spend hours reconciling shifts with timesheets, reducing administrative workload significantly.
With RosterElf’s integration, payroll accuracy improved. The system cross-checked clock-in and clock-out times against the roster, ensuring employees were paid the correct amount, including overtime and deductions. This automation saved time and reduced costly errors like overpayments or missed hours.
Employees also gained greater transparency with RosterElf. They could easily see their logged hours and submit comments or proof if discrepancies arose. This streamlined communication between staff and management, reducing payroll disputes and fostering trust.
Employee and management feedback on RosterElf at AQWA
Since implementing RosterElf, AQWA has received overwhelmingly positive feedback from both employees and management. The software’s intuitive design and user-friendly features transformed how the workforce interacts with scheduling, communication, and payroll processes. Employees appreciated the system's efficiency, while management valued the time savings and reduced workload.
Employee feedback on RosterElf’s scheduling and rostering features
- Easier access to schedules via mobile compatibility.
- Real-time updates and notifications.
- Greater control over work-life balance with shift-swapping features.
Improved communication and real-time updates fostered a more cohesive and engaged workforce, with the feedback highlighting the software’s role in improving operations.
The positive impact of RosterElf on AQWA's operations and efficiency
Since adopting RosterElf, AQWA has seen significant improvements in its daily operations. The software has streamlined workforce management, enabling AQWA to manage its large and diverse team more effectively. By automating time-consuming tasks and providing a solid scheduling solution, RosterElf has helped AQWA operate more efficiently, especially during busy school holidays and peak periods.
Key operational improvements at AQWA with RosterElf rostering software
- Reduced administrative burden: Time savings in rostering and payroll tasks.
- Better communication: Enhanced employee engagement through real-time updates.
- Increased efficiency: Streamlined processes have led to smoother operations.
Immediate efficiency gains for AQWA with RosterElf rostering software
The implementation of RosterElf resulted in immediate efficiency improvements across AQWA’s operations. Time savings were among the most noticeable. Managers no longer had to spend hours manually managing rosters or chasing employees for their availability. Instead, the automated system streamlined scheduling, allowing managers to focus on more pressing business priorities.
RosterElf’s features also helped eliminate inefficiencies that had plagued AQWA. The ability to divide the business into over 15 units, each with its own labour budget, allowed managers to optimise staffing and reduce overstaffing. This lowered unnecessary costs.
In the long term, RosterElf helped AQWA reduce costs associated with time theft and payroll errors. The clock-in/out system accurately tracked employee hours, ensuring fair pay and reducing disputes. Integration with payroll software like Xero further improved accuracy, reducing manual calculations and administrative work.
How RosterElf transformed workforce management at AQWA
The implementation of RosterElf has revolutionised AQWA’s workforce management. By automating rostering, streamlining payroll processes, and improving communication, RosterElf has delivered measurable benefits in time savings, cost reduction, and operational efficiency. AQWA can now divide operations into individual business units with separate labour budgets. This provides precise control and clarity, especially during peak periods.
RosterElf’s integration with Xero ensured accurate payroll, eliminating time theft and improving accuracy. Employees embraced the system’s user-friendly interface. Mobile compatibility and real-time updates boosted satisfaction. Clearer communication and transparency between staff and management have built trust and improved collaboration.
As John Lowe summed up, “Efficiency improvements were immediate, and RosterElf was an instant success.” The software has become an integral part of AQWA’s operations. It allows the business to manage its workforce with confidence.
For businesses facing similar workforce management challenges, RosterElf offers a complete solution that simplifies rostering, reduces administrative work, and enhances performance. Whether managing a small team or a large workforce like AQWA’s, RosterElf provides the tools businesses need to succeed.
