How Vinylpladen manages shift planning with Smartplan

“We ended up choosing Smartplan because it just seemed smart. It is extremely user-friendly and met our needs from the start in terms of getting away from handwritten notes.”

Lene Sørensen

/

Operations Manager

,

Vinylpladen

From handwritten notes to an online rota system

When Vinylpladen moved to new premises in 2020, they began to see a need for a digital shift planning system. With more space and more employees, manual rota planning became too complicated. The company therefore started looking for a new solution.

“Having more employees means less work for us. Previously, shift planning was confusing. Shift changes were horrible. All coordination had to go through me. I've gotten rid of that now with Smartplan, because now they can just do it all themselves.”

Lene Sørensen

/

Operations Manager

,

Vinylpladen

Searched for shift planning but got much more

When Vinylpladen hired more employees and started looking for an online rota system, their goal was to make shift planning easier. However, they quickly realized that it wasn’t just the planning process they could save time on. The punch clock and payroll export became the most significant benefits. As a result, Vinylpladen now saves time on planning, time attendance, and payroll processing, as everything can be managed with just a few clicks.

User-friendly shift planning

With the help of templates, Vinylpladen can create new rotas in no time. Both shift swaps and communication are handled with just a few clicks. The responsibility for staffing is shared between administrators and employees, who can pick up open shifts themselves.

Precise time attendance

The punch clock ensures accurate time attendance. If an employee is late, the clock-in time can quickly be adjusted via the punch clock. If someone forgets to clock out of a shift, it’s also easy to correct the time afterward.

Correct salary

Every month, payroll is processed via Smartplan’s salary export to Danløn. The hours can quickly be reviewed to check for any discrepancies. After that, it only takes a few clicks to export the hours from Smartplan to Danløn.

How a typical rota looks at Vinylpladen

At Vinylpladen, Lene releases rotas filled with available shifts. The employees then pick up shifts corresponding to the number of hours they wish to work. This saves Lene time, as part of the responsibility for planning is transferred to the employees.

“Running salary from Smartplan is incredibly time-saving. It's automated. It's accurate. It works with the punch clock, which registers by the minute. It makes it so much easier to work with.”

Lene Sørensen

/

Operations Manager

,

Vinylpladen

Focus on the customers' wishes

Most of Vinylpladen’s sales take place online through their website. However, they also have a selection of vinyl records displayed in their store in Viby. It’s not just vinyl records you can buy in the store - customers can also find cleaning kits and record storage solutions, which are an essential part of the vinyl lifestyle and highly sought after by customers. This clearly shows that the company prioritizes the needs and desires of their customers.

“I haven't used the support at all, because I haven't had the need. It mostly is self-explanatory. It's so easy to go to. When I have something I'm not sure if it can be done, I just spend a little time clicking around in the system. Then you quickly figure it out.”

Lene Sørensen

/

Operations Manager

,

Vinylpladen

ABOUT VINYLPLADEN

When a hobby project becomes a business

Since 2020, Vinylpladen has been using Smartplan for their shift planning. We visited the store to learn more about their daily operations and the role Smartplan plays. There, we met with the company’s operations manager, Lene.

Vinylpladen started as a hobby project for the company’s owner, Philip Thruesen, in 2011. Philip had accumulated an impressive record collection and began selling parts of it.

For the past seven years, Vinylpladen has operated as a full-fledged business with staff, salaries, and everything that comes with running a company. Over the years, the team has grown, which has led to a shift in their shift planning needs.

Initially, it worked well to handle planning manually on paper since there were relatively few changes. Leadership could quickly get an overview of employees’ hours when processing payroll. However, as more employees joined, it became harder to maintain an overview.

Everything was handwritten notes and verbal questions about when they could work. Shift swaps happened via text or phone calls. It reached a point where rota planning became unmanageable, and we had to find another solution.

It became clear that another solution was needed—one that could save Lene and Philip time on planning while making it easier for employees to get an overview of their shifts and swap shifts. This shift to Smartplan addressed both management’s and employees’ needs.

At Vinylpladen, they sell both used and new vinyl records. Additionally, customers can buy Hi-Fi equipment, storage solutions, and vinyl care products. Most of the company’s sales occur online, though they also have a physical store.

We want customers to see us as genuine and fair. We want to be the ones people turn to. We want to meet them on equal footing.

In 2020, the company relocated from Aarhus city center to Viby. However, they’ve retained their customer base. Vinylpladen frequently sees customers returning to make additional purchases, partly because the company stands out with an incredibly wide selection of vinyl records.

The store remains easily accessible despite the move. As Lene mentions, they offer free parking right in front of the store, and both buses and the light rail stop nearby.

We’ll go to great lengths to make our customers happy. That’s why we live by the principle that if we can get it, we will.

After our visit, we can highly recommend stopping by Vinylpladen. You’ll be greeted by smiling, welcoming staff, making you feel instantly at home in the store.

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