The Problem with Spreadsheets: Why Shift Coordination Needs a System
We've seen what happens when the spreadsheet breaks. And it's usually not pretty.
If you're still using spreadsheets to manage shift assignments, you're not alone. But there's a reason more staffing firms are moving away from them — fast.
They’re easy to build — until they break
Spreadsheets feel fast at first. They're flexible. Familiar. But then:
Someone forgets to update a column
Two recruiters make edits at the same time
A version gets saved over, and a shift gets double-booked
What started as a quick fix becomes a client problem. And potentially a lost placement.
They don’t scale
As your client base grows, so do the moving parts:
More shifts
More workers
More locations
And then: More risk. More errors. More late-night calls to fix the roster before morning.
A spreadsheet might work for one site with a few workers. It won’t work for ten sites with rotating teams and last-minute changes.
Clients expect real-time answers
Clients want answers and accuracy. If you've had to say “Let me check the spreadsheet and get back to you”, you're losing client confidence. They want to know — right now — who’s confirmed, who’s available, and where the gaps are.
If you can’t see that at a glance, you’re already behind the client’s expectation.
What systems do better
A purpose-built scheduling tool:
Centralizes shift visibility for the whole team
Automates confirmations and reminders
Flags conflicts before they happen
Makes real-time updates visible to recruiters and clients
Automating scheduling, shift fulfillment, and time and attendance doesn’t just save time. It saves face.
How one firm bridge the gap between centralized workforce planning and on-the-ground execution
Encore’s implementation of JoinedUp helped bridge the gap between centralized workforce planning and on-the-ground execution. Meredith emphasized the importance of empowering divisional managers across the U.S. and Canada, supported by an internal workforce management team that could help with training and tools.
“Now it’s really just when new people join the organization,” Meredith explained. “Other than that, people are just really using the system themselves.”
This decentralization—backed by a reliable platform—enabled speed, autonomy, and transparency at scale.
Real-Time Verification in Live Event Settings: A key challenge in event-based staffing is verifying shift completion in real-time. Meredith explained Encore’s hands-on approach:
“We are there, physically in a space… the managers who procured the labor from suppliers are responsible for verifying attendance. They’re on site, with the staff, as those needs are being met.”
JoinedUp’s support for features like QR or facial recognition-based time and attendance tracking further helped enhance verification, adding another layer of confidence and auditability.
Lessons for the Industry
The powerful takeaway for Encore, and for other operations and staffing leaders in any shift-based industry:
“You just have to start. Start using the system—and the efficiencies and visibility will follow.”
Transformation doesn’t happen overnight, but with the right tools and a phased approach to implementation, even large, complex staffing ecosystems can become streamlined, responsive, and ready for scale.
Final Thought
You don’t need to overhaul everything overnight. But if you’re still depending on spreadsheets to run your shift-based programs, now’s the time to rethink.
Your team deserves better. Your clients expect better. And the tech to do it is finally within reach.
