How Locked manages shift planning with Smartplan
"We quickly came across Smartplan because it seemed very intuitive and user-friendly, and it was easy to get started with. As a new business, it was important to find something that you didn't have to spend a long time learning"
Anna
/
Founder and co-owner
Locked
A need for automated scheduling
Before Locked started using Smartplan, they created schedules in Excel. Each month they took a screenshot of the schedule and sent it to employees. But every time shifts were swapped, new screenshots had to be taken, and they quickly experienced a need for more automated scheduling.
"Smartplan meets our needs, and I actually think it meets most people's needs because it's simple. Basically, you need to get employees to show up for work and they need to get the right pay. Smartplan ensures that in an easy and efficient way"
Martin
/
Founder and co-owner
Locked
A typical schedule at Locked
For each of Locked's departments, there is a manager who handles the scheduling. Schedules are usually planned for one or two months at a time. A typical week in a schedule at Locked looks like this:
A quick and clear overview
With Smartplan, Locked can easily find exactly the information they need. Whether administrators need to see who's working on a particular day, employees want to swap shifts with each other, or there's a need to communicate with a specific colleague. Everything can be done with a few clicks.
Locations
Absence management
Time tracking
"Scheduling has become much easier because you can use the template to copy schedules from month to month, so you don't have to sit and create everything manually. Plus it's just easy to change times and shifts, and employees can clock in and out themselves. As an administrator, you don't have to spend nearly as much time as before"
Anna
/
Founder and co-owner
Locked
A realistic experience
Whether you visit one of Locked's escape rooms or try their team building concept, you can be sure to get an experience that's close to reality. At Locked, they always try to make their scenarios as realistic as possible.
From student project to business
Since February 2019, Locked has used Smartplan for scheduling. We recently met with the company's two owners, Anna and Martin, for a chat about the journey Locked has been on. We also got insight into how they use Smartplan daily.
When Anna and Martin were studying to become engineers, they had to investigate as part of a student project what experiences existed in Central and West Jutland. Here they quickly got the impression that some different activities were missing for people, and that's how the idea for Locked was born.
We started by market testing and made a Facebook post where we wrote "Can you guess where Herning's next escape room is opening" and a picture of this rental we could potentially take over. Then the demand was much greater than expected, and suddenly we got really busy.
Shortly after, they were contacted by a newspaper that wanted to hear more about the project and when they expected to open. Therefore, Anna and Martin quickly signed the lease, and then they had to start making escape rooms, which at that time they didn't know much about. But within 4-5 weeks they got their first location up and running.
Today, Locked focuses on escape rooms, which is their core business and the foundation of the company, but they also sell team building experiences outside the venue. They sell the different experiences to families, friends and companies.
We don't have customers. We have guests. They should preferably have the feeling of coming home to their grandmother. We also think about that in terms of the decor. It should be a kind of creepy-cozy vibe.
Locked primarily finds inspiration for their escape rooms in the film industry. Here they focus on what's trending and what trends exist. This can be seen, for example, in their most popular room "The Undead", which is based on the series The Walking Dead.
The feedback they get from guests also largely focuses on the decor. Their escape rooms are designed so there are multiple rooms within the same room, and lounge areas have been created where you can relax both before and after the experience.
We focus a lot on the overall experience. For example, in Aarhus we have 400 square meters, where we use 200 for escape rooms and the last 200 for lounge and intro areas. It's important that you have the opportunity to gather both before and especially after the experience. People are so focused that there are often many aha moments afterwards.
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