Scheduling by hand costs more than it looks
Someone on your team spends days on every schedule juggling who is qualified for what, who is out, and who is overloaded. The schedule usually works, but it isn't the best one, and the difference is money:
Lost revenue
Work that never gets scheduled: a class not offered, a post left uncovered, a crew day half used, a qualified person sitting idle while someone else is overbooked.
Overtime and burnout
The same reliable people get stretched, overtime creeps up, and good staff leave. Fairness depends on memory, and rules quietly get broken.
Days of someone's time
Every hand-built schedule takes days, and one change can unravel it. Ours arrives finished and balanced, so the small swaps you make afterward are quick and don't ripple through everyone else.
We use a mathematical optimizer to find the best schedule your rules allow: more work covered, less overtime and fair workloads. For most teams, that's worth more than our fee, and nobody on your side has to build the starting schedule anymore. Things will always come up, but you handle them from the strongest possible starting point. Enterprise scheduling software can do this too, at enterprise prices and with a long implementation. We give you the result without the software.
How it works
Send what you have
Your recent schedules, the rules you schedule by (a written list or just notes), a staff list (IDs are fine) and known time off. Any format. We set everything up.
Check and confirm
A 45-minute call: you check the setup we pre-filled, and we go through your rules together.
Get your schedule
Your first schedule in 2 to 3 weeks, while we learn your rules. After that, an Excel workbook within 3 business days of the date we agree on, with a scorecard showing how every rule held.
Reply to one email
Before each schedule, reply to a short email: the work coming up ("same as last time" is fine), who's off, and your last schedule as it was actually worked. You handle day-to-day swaps. If a rule changes, we rebuild the schedule for you.
What you get with each schedule
- Summary: headline numbers and a scorecard of how every rule held.
- Calendar: everyone's schedule at a glance, with time off marked.
- By assignment and by person: who covers what, and when.
- Exceptions: anything that couldn't be placed, and exactly why.
- Ready to load: a file for your HR or scheduling system, and calendar invites everyone can open in Outlook or Google Calendar.
Are we a good fit?
We build schedules for training providers, pool and lifeguard companies, security firms, youth sports clubs and ice rinks, accounting firms staffing busy season, and service companies with recurring crew visits.
A great fit if…
- You schedule roughly 10 to 500 people, such as instructors, lifeguards, security officers, field crews or accounting staff.
- Someone spends a day or more building each schedule by hand or in Excel.
- Your rules are real: certifications, coverage minimums, multi-day jobs, time off, workload limits, fairness.
- You plan a week, a month, a season or a year at a time, not hour by hour.
- You'd rather not buy, learn or integrate another software system.
Probably not a fit if…
- Hourly shift swaps change every day (most restaurants and retail).
- You have fewer than about 10 people with few rules; a simple spreadsheet is probably enough.
- You need a staff app with clock-in, messaging or payroll built in.
- You need turn-by-turn routing for drivers each day. (We assign recurring visits to crews and days, not the order of stops.)
Three or more on the left? Start with a free pilot. We study your recent schedules, show you where they broke your own rules or overloaded people (including rules that carry over from one schedule to the next), and build your next one. Then we review it together and you decide whether it works for your business. Swap names for employee IDs first if you like; the pilot works the same.
Why it works
No AI guesswork
We use a mathematical solver, not a model that predicts. Every assignment can be explained rule by rule.
Must-follow rules are never broken
If something truly can't be scheduled, we tell you what and why instead of quietly bending a rule.
Same inputs, same schedule
Results are repeatable, and fairness and rotation carry over from one schedule to the next.
Your people's information stays yours
We need surprisingly little to build a great schedule, and nothing personal.
IDs are enough
Send employee IDs instead of names if you prefer, including in the past schedules you send for the pilot. Your schedule comes back with a tab where you add names on your side, so they never reach us, and your system's load file still matches.
No personal details
We never ask for addresses, phone numbers, pay, or why someone is off. Just who can do what, and when they're unavailable.
Shared securely
Files move by secure link, not email attachment, and are stored encrypted. We're happy to sign your NDA.
Deleted when you leave
Your files are used only to build your schedule. We delete them within 30 days of ending service, or sooner if you ask. If you try the pilot and don't continue, we delete your files within 30 days of the pilot ending.
Your first schedule is a free pilot
We study how you schedule today, set everything up, and build your next schedule. You see it, and how it compares with your past schedules, before you pay anything. If it fits, after that it's a flat fee we agree with you up front, based on how many people we schedule and how often, with rebuilds for rule changes included. Plans start at $199 a month for small teams of up to 15 people. No per-user licenses, nothing to install.
Satisfied Schedules is a small firm in Richmond, Virginia. You work directly with the engineer who builds your schedule, from the first call to every delivery.
Satisfied Schedules LLC · Richmond, Virginia
info@satisfiedschedules.com
We reply within one business day.