Challenges Before RosterElf

Prior to RosterElf, managing rosters, shift swaps and timesheets for dozens of casual staff across multiple kindergartens and OSHC services had become a logistical headache. 

Staff availability had to be coordinated by phone calls or emails, timesheets were often manually collated, and shift swaps, though common, were difficult to track. 

With 86 casual staff, coordinating all this was time-intensive and error-prone.

1. Real-Time Rostering & Shift Swaps — Instant Staff Flexibility

“We are truly valuing our staff as they get more opportunities to take additional shifts… the shift-swap ability.”

With the new app, staff can view, accept and swap shifts via their smartphones. That means flexible work arrangements are easier to manage — increasing staff satisfaction and giving coordinators full control over shift coverage without endless back-and-forth.

2. Mobile Clock-In/Clock-Out — Accurate Time Tracking

“Staff can clock in and out conveniently from their smartphone, allowing for more accurate time-sheeting for both the staff and our payroll department.”

No more manual timesheet entry or handwritten sign-in sheets. Employees clock in and out via the app — ensuring accurate, real-time records that feed directly into payroll. This reduces errors, saves admin time, and makes payroll processing smoother.

3. Roster Creation Slashed — Minutes Instead of Hours

“Rostering now takes five minutes instead of being a task that took at least an hour.”

Creating weekly rosters used to take at least an hour. With roster templates, easy editing and staff availability visibility, coordinators now build rosters in minutes — drastically reducing time spent on admin and scheduling.

4. Cleaner, Faster Timesheet & Payroll Process

“Completing staff timesheets is now a five-minute job instead of a long manual process.”

Because time-sheets are recorded via the app, payroll prep went from a clunky manual process to a streamlined, efficient workflow with minimal admin overhead — freeing up staff for more important tasks.

5. Rapid Adoption & Positive Staff Feedback

“RosterElf is very easy to use. We were well supported as we began implementation and staff were provided with many training sessions.”

Despite initial change, staff embraced the new system quickly. With training and support, most adapted in a short time — shifting from phone-call rosters and manual admin to a smooth, app-driven workflow.

6. The Final Verdict

Under the new rostering system, Toowoomba Catholic Kindergartens & Care transformed how they manage staff — from scheduling to payroll. What once was hours of juggling rosters, shift swaps and manual timesheets is now handled in minutes. For their 80+ staff, coordinators and payroll team, this is not just convenience — it’s an operational revolution.