Using Outlook Shared Calendars?

There is a better way to view and report upon resources.

Enhanced Outlook Scheduling

Outlook is an excellent personal calendar, but it lacks the multi-calendar and outlook calendar reporting facilities needed in an organization-wide scheduling system, which is where Whitespace® comes in.

Multi-Calendar Views

Whitespace® utilizes real-time Outlook data to provide a consolidated, organization-wide scheduling solution. Users continue using Outlook, schedulers, team leaders, directors, anyone needing to view or report upon multiple calendars uses Whitespace®.

Enhanced Appointments

Appointments entered in either system are visible in the other, so schedulers know what items users have in their calendar, and end-users get to see in their calendar what the work scheduled for them. The information on appointments can be enhanced to include Customer, Project, Type of Work, and more.

Enhanced Security

With extended facilities, enhanced security provides control over the calendars people can see and which appointments they can edit. A protected appointment feature can stop users from altering or deleting certain appoinments.

Powerful and Configurable Reporting

Whitespace® consolidates Outlook calendars to facilitate organization-wide outlook calendar reporting. You can even add essential fields such as Customer, Project, Type of Work, etc to enhance analysis and reporting.

Simply put, Whitespace® empowers Outlook to become the corporate scheduling tool you need it to be.

† Outlook shared calendars can only show a handful of calendars simultaneously. In contrast, Whitespace® views can have any number of employees so you can scroll up and down, search for availability or skill etc.

Main Resource Scheduling View
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MS-Office look and feel helps users feel instantly familiar with the system.
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Multiple view styles. The ‘Classic’ diary style is ideal for most scheduling. A ‘Timeline’ view shows time running from left to right, which is perfect for broadcasting, 24-hour operations, and multi-month task scheduling. The ‘Conflict’ view alerts users to conflicts and helps resolve them. And finally, a spreadsheet-style Data View.
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The number of days viewed is configurable. Increase or decrease the number of days as you like.
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View just the resource name, or add a picture, available hours in view and availability over the coming 6 weeks.
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In addition to diary appointments, Whitespace® supports project Task scheduling. Tasks are items that can run for multiple days but at less than 100% utilization. For example, a project task could run for two weeks at 2 hours per day, totaling 20 hours.
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Making a booking is as simple as clicking in free space. An even simpler method is to specify the date and what skill is needed. The system will then locate and recommend people with that skill who are available on that date.
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The height of the resources in view is configurable. You can increase or decrease the number of resources visible as needed.
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Resources can be people, courses, equipment, vehicles, studios, rooms, etc.

Dig a little deeper...

Whitespace® consolidates Office 365 Outlook calendars and provides multi-resource views and reporting. Click on the items below to learn more

Overview

Who uses Whitespace® ?

Whitespace is perfect for any organization that wants to consolidate employee calendars to allow centralized reporting and analysis, so it's probably better to ask who doesn't use it.

These are just some of the industries that use Whitespace

See the Our Customers section in the Menu for more details.

You name it. If it is important for you to schedule, plan and optimize their schedule, our systems can help schedule and manage them better.

Resource Scheduling View

Consolidated Views

Seamless syncing with Outlook allows centralized viewing & reporting

Whitespace® provides a dramatic enhancement over Outlook shared calendars. The system provides consolidated calendar views and reports from one single location.

Users can create views of various combinations of employees (and other resources) by any employee attributes. For example views by skill, region, office, etc. This provides a much more usable solution that outlook shared calendars.

Enhanced Appointments

Appointments made in Whitespace® can have much more information than Outlook. This includes things like a customer, project, customer/booking timezone as well as custom fields. Custom appointment fields can be anything to help you analyze appointments better. Examples include purchase order, customer contact, phone, workflow data, catering requirements, room size, etc.

The system is highly configurable and can support everything from simple outlook consolidated viewing and reporting to an organization-wide resource scheduling solution.

Outlook Integration

Seamless Office 365 sync

Whitespace® syncs directly with Outlook via Office 365.

There is nothing to install in Outlook or on the end user's PCs, so it doesn't interfere with or change the way users use Outlook. Users carry on using Outlook as they normally do, Whitespace® seamlessly syncs their calendars in the background, making it possible for an organization to view and report upon employee workload centrally.

Resrouce Scheduling groups and skill sets

Resource Groups / Skills

Group Resources Your Way

Every organization is unique, in the way they schedule, group, and arrange their resources.

Whitespace® uses a customizable, multi-level system with definable groupings which allows grouping of employees by skill, skill level, location, language etc.

Resource Groups allow the creation of views of resources by group, as well as the ability to make bookings by skill or other attributes. This saves schedulers having to manually search for specific resources.

Increase resource utilization

Increased Utilization

Increase the Utilization of Your Resources

There is a limit to how well an organization's employees can be utilized, which is caused by the resource scheduling system you use.

System Induced Reduction in Utilization

As resources become more utilized, it becomes harder to find and take full advantage of the available time. Bookings may need to be rearranged to make the necessary space available, yet doing so may cause complications and more work in notifying those affected by changes. Often changes are not made because of any knock-on effects.

How Whitespace® Helps Increase Utilization

Whitespace® can automate these processes to allow more optimal use of available time. Additionally, tools such as high-density views highlight the ‘whitespace' available in resources’ calendars. Real-time availability analysis highlight employees with space available to be utilized. A scheduling advisor locates free resources with the required skills/attributes/proximity for a job, and seamless integration with Outlook allows for utilization to be maximized.

The Results

Typically, customers report an increase in their utilization of between 5-10%

Contact us to learn more about the range of advanced scheduling tools available that can help increase the utilization of your valuable resources.

Conflict Management

Block, Allow or Manage Conflicts?

Conflicts or double bookings can be embarrassing and costly.

Outlook allows conflicts, which has its place in personal calendars but can be devastating for an organization. Imagine if an employee is double-booked with 2 customers? Clearly one customer will be inconvenienced and possibly worse, cause loss of revenue, reputation, and goodwill.

Whitespace ® allows you to take full control over conflicts - allowing conflicts for certain types of work, but not for others (such as customer-related work). It also provides specific tools to draw attention to conflicts. Days in conflict can be highlighted in red and a 'View Conflicts' button is activated, prompting the user to resolve them.

Each customer can choose whether to avoid conflicts, block conflicts, manage conflicts or use a mixture of approaches. Whichever approach you take, Whitespace® will help you manage conflicts to minimize disruption.

scheduling return on investment - increased availability, utilization, speed of scheduling, lower scheduling errors

ROI

Scheduling pays for itself in minutes

Typically, a saving of a few minutes per person, or an increase in utilization of a few minutes per month is more than enough to pay for Whitespace®, and Whitespace® actually saves each resource hours each week.

Customers tell us Whitespace® saves their schedulers days each month from collating and consolidating schedule data for reporting, and that Whitespace® allowed them to increase employee utilization by around 5-10%.

If you are interested in understanding what return on investment you can expect from a Whitespace® implementation for your organization, please contact us.

Devices

Runs on All Devices. All!

Timewatch® scheduling systems run on all major devices including: PC, Mac, Chrome Book, Android, iPhone & iPad.

Our products are modern responsive systems, which means they automatically adapt to the device and screen size being used, providing functionality optimized for that device.

There is nothing to download or install on any device, so there are no headaches from unusual phones or older phone OS’s or people not upgrading to the latest release

Importantly, there is no corporate security risk from data being downloaded and stored on the device. As everything is run from a browser, users are always running the latest and most secure scheduling system.

It’s simple, it’s easy, it’s fast, it’s future proof, it’s more secure.

Security

Hyper-Secure Systems

Timewatch® systems are hyper-secure. We meet all of the OWASP recommendations for secure browser systems, and our scheduling systems are the latest breed of Responsive cloud system that supports browsers on all devices. This approach avoids the security risks of mobile phone and tablet Apps.

According to security experts, Arxan & ISSA.org, 97% of all paid Android and iPhone apps and 80% of free apps have been hacked.
Mobile apps download corporate data such as customers, employees, projects, appointments, etc. As the devices they run on are often outside of the security control of the organization’s IT group, mobile apps constitute a very serious security risk both in use and if they are lost or stolen.

Timewatch® is completely free of this risk. Our systems operate in exactly the way Arxan and ISSA recommend – responsive web apps. There is no data downloaded, nothing stored locally, no security risk in use and no data security risks should a device be lost or stolen.

Timesheet and resource scheduling reporting

Reporting

No Compromise Reporting

Our customers often tell us that their previous product didn’t report on notes, sort data the way they wanted, or have some frustrating limitation. You’ll have no such concerns with Timewatch®, if the data is in the system, you can report on it.

We provide a range of powerful reporting tools, starting with the classic print preview style reports, but updated to 2019. We manage reports with a modern Gallery view, which users love as they can flick through and locate the report they want in seconds. Reports are all managed by our security model, ensuring that sensitive information is only available to users that have rights to see it.

Reports can be styled for your organization with logos, fonts and colors. All reports support data export, but if there are any specific report formats or requirements, custom reports can be created via our SQL Report Designer or our report writing services.

That’s classic reporting, now take a look at Dashboards and Custom reporting!

CEO, CFO Dashboard

Dashboards

Visualize & Analyze Data with Dashboards

Dashboards help managers visualize and comprehend data faster and easier, which help them make more informed decisions faster.
CEOs, CFOs and managers gain at a glance visibility of organizational KPIs, metrics, and data across offices, teams, customers, projects etc.

Real-time monitoring allows saves administrators hours or days of analysis and preparation time each month, and provide senior managers with the ability to view their Dashboard at any time for up-to-date and accurate data with zero chance of manual preparation error.

Best still, dashboards can be customized, so if your CEO, CFO or managers need a specific Dashboard, it can be created for them.

Custom Reports

Infinite Possibilities

All customers want control over the information they distribute within the enterprise.

The task of meeting the analytical reporting requirements can be daunting, but with our custom reporting tools, everything is possible.

Reporting Tools

To start with, we provide an extensive library of standard reports and optional reports. More reports than most customers actually need, which allows each customer to choose the exact mix of reports they want within their system.

Should any additional reports, charts, or dashboards be required, standard ones can be tweaked, or new custom reports can be created to perfectly match the requirements.

Custom Reporting Options

A powerful SQL Report Designer is available for those that wish to develop their own reports, andTimewatch® also provides a cost-effective report design and creation service.

Whatever your needs, we can help you meet them.

customization

Customization

Customization without headaches

Software customization allows for a perfect fit to your functional requirements but can be costly and restrictive of future upgrades.

The Best of Both Worlds<h/3>
Timewatch® combines the benefits of packaged software, with the flexibility of customization, with reduced costs and while still supporting future upgrades.

To start with, we try to minimize the need for customization by providing extensive configuration options within the system. There are hundreds of configurable options, which our implementation team advises and assists you with, which is all part of the service.

Personalizing Your System Via Apps

Next, are Apps. Just like on your phone, Apps allow for more specialized features to be chosen, downloaded, and installed by customers, again without any development overheads.

Customization

But what if you need something truly unique to your organization? A specific feature or module, a custom integration to a 3rd party or in house system? Like all reputable systems, we provide API's to access data, but we also support Custom Apps. Custom Apps allow customers to add new features, screens, modules, alter rules, or kick off processes as things occur. These can be created and deployed specifically for you to perfectly meet your functional requirements. And best of all, customizations do not affect future upgrades.

Contact us today, we be happy to discuss your specific needs and show you examples of customizations we’ve created.

Integration

Link with anything. Anything.

We provide a perfect environment for developers to create efficient, real-time integration with Timewatch® scheduling systems.

API’s include both read and write functionality, and we automatically provide only new or changed items since last fetch to make interface development simpler.

If data originates from a Timewatch® scheduling system, such as bookings or appointments, tasks, employees, resources, projects etc.rather than polling to see if anything has changed, we can notify your code there are updates to process. And if you wish to publish data from any 3rd party systems to scheduling, you can do that as well in real-time.

In addition to API's, custom Apps allow for business logic and processing to be built into our scheduling applicaiton. For example, with a Custom App and API's, we can create or help you create an App that automatically posts data to your system and you post can post data to scheduling in real time to create a truly seamless integration, which is the optimal interface topology.

Price

Flexible Pricing Options

To provide maximum flexibility, Timewatch® provide 3 pre-configured bundles offering various feature / price set starting with the simple but capable Essentials edition, the more advanced Pro edition and the powerful, scalable and adaptable Corporate edition.

Where customers want a mixture of features or a special configuration, we offer the ‘Choice’ edition. The Choice edition allows customers to design their perfect system, with the exact mix of features they need. Choice customers work with our system implementors to design their configuration, and only pay for the features included in their design.

Customers can even start with an off the shelf bundle when the start, and migrate to a Choice edition as their knowledge of the system grows and their needs evolve.

If you wish to discuss your specific requirements, contact us, our product specialists will be happy to help.

Contact Timewatch

Need Advice?

Ask a Pro!

Our product specialists know our products inside-out. They can even show you the system live, highlight the benefits over Outlook shared calendars and answer any questions you may have. Best of all, we offer free sessions with product implementation experts before you buy!

Contact us today, we’ll be happy to help.
Book Your Free Session