Live TSC Virtual Team Scheduler (werbsite)

Problem

Before the TSC Support Scheduler system was developed, shift scheduling and support team roster management were largely manual, resulting in inefficiencies, conflicts, and increased administrative workload. Key Challenges -Manual Schedule Management Team schedules were created and maintained manually, making the process time-consuming and prone to errors. -Shift Allocation Conflicts Multiple members could select the same shift, causing overbooking and requiring manual intervention to resolve conflicts. -Lack of Real-Time Updates Changes made by administrators or team members were not instantly visible to everyone, leading to outdated information and communication gaps. -No Structured Approval Process Requests for full or unavailable slots were handled informally, resulting in inconsistent decision-making and limited transparency.. -Limited Visibility Team members lacked a centralized platform to view schedules, request changes, and monitor request statuses.

Old Way

The virtual team schedule was done manually by the team lead. It was based on goggle sheet and based on the team members preferences the schedule used to set and which used to take a long time to complete for every week.

New Method

The new method (TSC_V_Scheduler) replaces the manual scheduling process with a centralized web-based workflow. The key changes include: Browser-Based Access – Users now access the scheduler through a web application instead of relying on manual coordination or separate tools. Real-Time Synchronization – The system connects to Supabase and synchronizes schedule updates in real time, ensuring all users see the latest information immediately. Role-Based Portals – Separate Member and Admin portals were introduced to streamline user access and responsibilities. Self-Service Scheduling – Members can log in, view schedules, and select their preferred off-days and shifts within predefined rules. Automatic Slot Validation – The system now automatically checks slot availability and prevents overbooking by creating requests when slots are full. Approval Workflow – A formal request and approval process was added, allowing administrators to approve or reject requests while automatically notifying members of status changes.

Impact

The new scheduling method has significantly improved efficiency and transparency by automating several previously manual processes. The key impacts include: -Reduced manual workload through automated schedule management and validation. -Faster scheduling process as members can directly select shifts and off-days through the portal. -Improved accuracy by automatically validating slot availability and preventing overbooking. -Enhanced visibility with real-time synchronization, ensuring all users have access to the latest schedule information. -Better request management through a structured approval workflow for schedule changes and exceptions. -Increased accountability by clearly defining member and admin responsibilities within separate portals. -Improved user experience with instant status updates on requests and scheduling actions. -Saved significant amount of time.