Temporary Staffing Management System
Digital time tracking and real-time staffing analysis for temporary labor, automating timesheets and providing instant visibility into site staffing levels for cost control.
Note: Originally developed in FileMaker, this application has been visually reimagined with AI to showcase the user experience and interface design to modern audiences.
The Challenge
Managing temporary staff involved decentralized, manually signed paper timesheets, which were prone to error, slow to process, and lacked real-time visibility into site staffing needs.
Supervisors couldn't quickly see if a school was over or under staffed on a given day, leading to inefficient scheduling and unexpected labor costs.
The Digital Asset
We developed a secure, centralized time and attendance application accessible via dedicated entry kiosk (or tablet) for clocking in/out, directly feeding into a timesheet database. The system automatically calculates hours worked and generates staffing analysis reports comparing required FTEs to actual hours.
Key Capabilities
- Secure touchscreen clock-in/out interface for instant time capture
- Real-time staffing analysis dashboard by school and date
- Automated FTE comparison showing vacancies and percentage staffed
- Digital timesheet review and approval with supervisor signatures
- AP reconciliation reports aggregating timesheets by agency
- Complete audit trail with time-stamped employee clock events
Business Impact
Instant Labor Cost Visibility
Staffing analysis reports automatically compare total FTEs needed against clocked hours, providing real-time percentage of staffing for immediate action.
Streamlined AP Reconciliation
System aggregates timesheets by agency and generates detailed AP reports used to reconcile with vendor invoices, ensuring accurate payroll processing.
Simplified Approvals
Digital timesheet review module allows supervisors to review, adjust, and add approval signatures, eliminating paper routing for timely payroll submission.
Enhanced Accountability
Every clock-in/out event is time-stamped and linked to employee ID and agency, creating a clear, auditable record of service provision.
Technical Highlights
- Platform: FileMaker for rapid development of touchscreen interface and complex backend analysis
- Data Capture: Secure clock-in/out interface with instant start/end time recording linked to employee and date
- Analysis: FileMaker scripting and calculations aggregating daily records and comparing against FTE requirements
- Reporting: Automated generation of temporary employee reports with hours worked per day and signature fields
- Kiosk Mode: Large-button, touchscreen-friendly interface optimized for dedicated entry terminals
Why FileMaker for Time Tracking?
This project demonstrates FileMaker's versatility for operational efficiency and cost control. By digitizing the time capture process and automating staffing analysis, we eliminated manual errors and provided instant visibility into labor costs.
The result: real-time staffing visibility, streamlined approvals, and accurate AP reconciliation—all built on FileMaker's rapid development platform with touchscreen-optimized kiosk mode and powerful calculation engine.