Access Services Interest Group

  • 1.  Student Workers: what tool do you use for scheduling/communication?

    Posted Jul 15, 2025 12:45 PM

    I'm curious for those of you at academic libraries: What tools do you use to communicate with and schedule student workers? We've been using the paid version of Sling, but the cost is becoming trending toward unsustainable. We have 35 student workers and are looking for something to help with scheduling, shift changes, and messaging. Ideally, we don't want to move back to having them use more than one tool like the past (e.g., email listserv and Canvas/D2L, etc...). 

    Thanks!

    Joe



    ------------------------------
    Joe Hardenbrook
    Associate Dean, Research & Engagement
    Raynor Library
    Marquette University
    Milwaukee, WI
    he/him
    joseph.hardenbrook@marquette.edu
    ------------------------------


  • 2.  RE: Student Workers: what tool do you use for scheduling/communication?

    Posted Jul 16, 2025 07:26 AM

    Hi Joe,

    At Brookdale Community College, we use Springshare's libstaffer for scheduling, and the institutional email address for communication.  https://www.springshare.com/libstaffer.  We have 3 different desks that require staffing at all times, and this has been a time saver for everyone.   It is easy to change shifts when people call out, request time off/sick, etc. 

    Getting everyone used to using it was pretty easy.  They do have a way to integrate it with your Microsoft calendar as well. 

    If you have any questions, I'd be happy to answer.  Hope this helps!



    ------------------------------
    John Foglia
    Library & Systems & Information Commons Manager
    Brookdale Community College
    Bankier Library
    He/Him/His
    ------------------------------



  • 3.  RE: Student Workers: what tool do you use for scheduling/communication?

    Posted Jul 16, 2025 09:50 AM

    Hi Joe, 

    At ISU we use 2 tools for scheduling/communication. We've been using When to Work for scheduling (shifts, trades, maximum hours/week scheduled). We use MS Teams for students to put any trade asks out to their peers (with the expectation that they make trades official by picking them up in When to Work). For unplanned absences and emergencies, students are expected to call and speak with a supervisor. We also use Teams for full-time staff to send timely messages/announcements (e.g., upcoming library events they may need to help patrons find, construction updates). They still have to clock in/out in Workday, as that is what our university uses for all employment on campus. Thanks for posing this question -- I'm interested to learn more about what solutions others have found to work best for their needs! 



    ------------------------------
    Cara Stone
    Circulation Services Librarian
    Iowa State University
    She/Her/Hers
    ------------------------------



  • 4.  RE: Student Workers: what tool do you use for scheduling/communication?

    Posted Jul 16, 2025 10:09 AM
    We don't have as many as you do, so we've been doing okay using Outlook calendars and Teams. Microsoft does have a Shifts app that's included Microsoft 365, but it didn't meet our needs at the time. But maybe it could work for you. I'll definitely keep an eye on this discussion as we continue to grow our student workforce.
    Microsoft Teams includes the Shifts app for your staff scheduling needs. Use Shifts to create, manage, and update your team's schedule. Add your team members, assign shifts, and add open shifts to fill schedule gaps, as needed. After you publish the schedule, team members can easily track their own shifts, see the team's shifts, request time-off, and request open shifts, swap, or offer ...
    support.microsoft.com

    Erin Prentiss
    Access Services Librarian
    Augusta University
    University Libraries
    eprentiss@augusta.edu
    Reese Library Office: 706-667-4901
    Greenblatt Library Office: 706-721-3491

    Although I have sent this at a time that is convenient for me, it is not my expectation that you read, respond, or follow up on this email outside your working hours. 





  • 5.  RE: Student Workers: what tool do you use for scheduling/communication?

    Posted Jul 18, 2025 09:21 AM

    Thank you all for your great suggestions...I really do appreciate it! I also had a few people email me off-list and I wanted to provide a summary of all the tools that were mentioned to me. 

    • Microsoft Teams (for communication) + Microsoft Shifts (for scheduling)
    • When to Work
    • When to Work (scheduling) + Microsoft Teams (communication)
    • When I Work
    • Springshare Libstaffer + email list
    • PBworks wiki + text chain
    • Shiftboard
    • GroupMe (for communication)
    • Zoho Shifts
    • Homebase
    • Connecteam
    • Microsoft Outlook calendar (scheduling) + Microsoft Teams (communication)

    Thanks again for your collective wisdom!

    Joe



    ------------------------------
    Joe Hardenbrook
    Associate Dean, Research & Engagement
    Raynor Library
    Marquette University
    Milwaukee, WI
    he/him
    joseph.hardenbrook@marquette.edu
    ------------------------------