When Sean Yost stepped into the role of executive director at OPTIONS in April 2018, it didn’t take long to spot a major operational challenge. Scheduling and payroll were entirely manual, spread across paper forms, spreadsheets, and individual approvals. The process was slow, inconsistent, and pulling leadership away from more meaningful work.
Across nine locations, employees tracked schedules, vacation requests, and time on paper or in Excel spreadsheets. One facility director alone spent nearly 16 hours every pay period managing payroll-related tasks. The system worked just well enough to get by, but it wasn’t sustainable.
Sean knew the organization needed a better way to manage schedules and payroll without adding complexity. By implementing Humanity Schedule, OPTIONS reduced administrative strain, empowered staff, and gave leaders time back to focus on delivering quality care.
Manual scheduling and payroll processes slowed everything down
Before Humanity Schedule, everyday workforce tasks required far more effort than they should have. Tracking schedules and vacation requests was paper-based, pulling data together for payroll took hours, and approvals varied by role and location with little automation to support them.
The burden fell squarely on department directors, who spent significant time double-checking timesheets and vacation balances instead of coaching staff or improving services.
“The sheer amount of time that our different department directors were spending on making sure timesheets and vacation was correct was absolutely crazy,” said Yost.
Sean’s goal was straightforward: give employees more ownership over their schedules while freeing leadership from manual oversight that added little value.
A flexible solution designed for real-world staffing needs
Sean had used Humanity Schedule in a previous role and knew it could handle complex environments without being difficult to manage. Its flexibility, ease of use, and ability to support different scheduling rules made it a strong fit for OPTIONS’ diverse operations.
Custom scheduling rules for different teams
With Humanity Schedule, Sean can define different workweeks, shifts, and vacation rules for multiple employee groups. Residential staffing operates separately from day support staffing, giving leaders clear oversight while still supporting round-the-clock operations.
“I love being able to customize what we define as a regular workweek and a regular shift. [The Humanity solution] streamlines scheduling to our needs and allows us to attach rules specifically to individual roles.” — Sean Yost
Payroll visibility without manual data entry
Time clock data now flows directly into payroll, reducing manual entry and making audits easier to manage. Managers can quickly see who is scheduled, who is off, and where coverage gaps might exist before they become a problem.
Vacation requests are visible at a glance, helping prevent shortages in caregiver availability and reducing last-minute adjustments.
Easy adoption across the organization
Technology adoption was a real concern, especially for staff with limited technical experience. That concern faded quickly.
During the third week of testing, a long-tenured, non-technical staff member used the solution without a single error. That moment helped build confidence across the organization and reinforced that the system was accessible for everyone.
Faster payroll, empowered staff, and greater efficiency
Since implementing Humanity Schedule, OPTIONS has seen clear operational improvements. Payroll processing time was cut in half, shrinking from a full week to just three days. Manual data entry for payroll staff dropped significantly, and schedule accuracy improved across all locations.
With less time spent on administrative tasks, leaders now have more capacity to support employees and focus on improving services for the individuals in their care.
A system that grows with OPTIONS
Humanity Schedule provides OPTIONS with a reliable foundation for managing a diverse workforce. As the organization continues to evolve, leaders have the flexibility to adapt scheduling rules, maintain compliance, and keep operations running smoothly.
What was once a manual, time-consuming process is now a system that supports staff, strengthens oversight, and scales alongside the organization.
TCP Software’s employee scheduling and time and attendance solutions are flexible and scalable to accommodate your business and employees as you grow.
From TimeClock Plus, which automates even the most complex payroll calculations and leave management requests, to Humanity Schedule for dynamic employee scheduling that saves you time and money, we have everything you need to meet your organization’s needs, no matter how unique. Plus, with Aladtec, we offer 24/7 public safety scheduling solutions for your hometown heroes.
Ready to learn how TCP Software takes the pain out of employee scheduling and time tracking? Speak with an expert today
What to read next
Explore all resources
