Digital staff scheduling for CAMPUS SURSEE

The starting point

Behind every event at CAMPUS SURSEE there are people: they set up and dismantle, welcome guests, serve and cook. For them to know when they are needed where, it takes planning everyone can rely on.

At CAMPUS SURSEE, education, sport and hospitality come together. On average, 22 events take place every day in 67 rooms. For everything to run smoothly, numerous tasks and staff assignments have to be coordinated – from set-up through reception and service to dismantling. Technical partners and suppliers are involved too: at a given time, everything has to be ready.

Twelve of the 18 departments are involved in staff scheduling, and many employees also work as helpers. What was needed was a central software solution that works across departments while taking the different requirements of each area into account.

The implementation

Before software development began, the aim was to understand the processes and requirements at CAMPUS SURSEE precisely: who plans which assignments? What information is needed? And how can the different needs of the departments be reflected in one shared solution? xappido project manager Loredana worked out the requirements together with CAMPUS SURSEE and developed a suitable concept from them. The development team of Gabriel, Luis and Robin then built the solution.

Close collaboration was a key factor in its success: feedback from the campus flowed into development continuously. With Loredana, the customer had one fixed point of contact throughout the project who knew both the requirements and the processes. Requirements never had to be explained twice.

The solution

• Back office: Central staff scheduling lets the campus team manage events, tasks and staff assignments clearly. Changes in the back office and helpers’ acceptances and cancellations are updated automatically. The event list from the existing room booking system can be imported directly – no more retyping.
• Helper portal: In the mobile helper portal, employees see their planned assignments and can take on open ones directly. If someone cannot make it, an assignment can easily be handed over to another person.
• Push notifications: New assignments are sent straight to the smartphone, so employees stay informed even across the extensive campus grounds.

The result

Less manual work and staff scheduling that is always up to date: with the new software, CAMPUS SURSEE has centralised and simplified its staff scheduling. Because the data is taken over directly from the room booking system, there is no retyping. That saves time and reduces possible sources of error. While those responsible in the back office keep track of all events and assignments, employees get exactly the information they need for their tasks through the helper portal.

“What has definitely changed is the time we save. If you add that up every month, it is considerable. And it is up to date, every second.”

— Zsolt Gödri, CAMPUS SURSEE

CAMPUS SURSEE was able to concentrate on its requirements during the project while xappido took care of the technical implementation. The result is an individual software solution based on the campus’s actual processes.

When the hall is laid, the stage is set and reception is staffed at CAMPUS SURSEE today, there is digital staff scheduling behind it that simply works – and that was the point from the very beginning.

“In the end, for us it isn’t simply about developing software, but about making our customers’ working day a little easier. When complex processes become a solution that simply works, we have done our job.”

— Loredana, project manager at xappido