Case study

How the Regina Assumpta Cultural and Sports Centre Transformed Workforce Scheduling with Evolia?

Four children in a gym raising their arms in celebration and showing excitement.
Four children in a gym raising their arms in celebration and showing excitement.

Introduction

Established in 1998 within the Regina Assumpta College, the Regina Assumpta Cultural and Sports Centre delivers diverse and accessible sports and cultural programs for students and the broader community, serving individuals of all ages. The Centre has pioneered initiatives like the “Enfants en tête” program, which has long offered complimentary access to adapted facilities and activities for children with disabilities. Its ongoing achievements are rooted in a dedication to enhance services, incorporate cutting-edge technology, and provide a broad spectrum of options, encompassing music lessons, art displays, and contemporary athletic amenities.

The Challenge

Given its popularity and the wide range of activities available, the Regina Assumpta Cultural and Sports Centre needed to modernize its workforce management practices to save time, reduce the administrative burden, and equip its teams with tools to boost efficiency and thrive in their roles.

Scheduling was managed manually through Excel, requiring constant updates and multiple checks. Shift replacements were coordinated through email or messaging, a time-consuming and often inefficient process, especially in cases of last-minute changes or absences.

The Centre needed a flexible solution tailored to its operational reality. Key requirements included:

  • Centralized, real-time management of schedules and attendance
  • Multiple role types with different access levels
  • Automated timesheet creation
  • Integrated internal communication tool
  • User-friendly mobile app for employees

 “Over 85% of our employees reported a direct improvement in their efficiency and time management since implementing Evolia.”

Regina Assumpta Cultural and Sports Centre

The Solution

Implementing Evolia helped the organization overcome its workforce management challenges by providing a robust, flexible platform tailored to its needs. This transition modernized employee management, automated scheduling, sped up shift replacement and timesheet tracking and replacing time-consuming manual processes.

Evolia also simplified communication and team coordination by eliminating the need for manual call lists. Its user-friendly interfaces streamlined planning, reduced administrative errors, and allowed managers to focus more on their teams and the Centre’s members, their top priority.

As a result, managers freed up valuable time, employees became more engaged in their work, and the onboarding of new team members became faster and more effective.

 “In an unexpected situation, several shifts had to be opened at the last minute. With Evolia, we were able to react instantly, adjusting the schedules in just a few clicks which allowed us to assign qualified employees to the roles without delay.”

Regina Assumpta Cultural and Sports Centre
FAQ

The implementation was smooth and without any issues. The transition was fast, and the intuitive interface made it easy for both employees and managers to adopt. Thanks to the support provided and the simplicity of the system, we were able to integrate Evolia seamlessly, enabling quick and effective adoption across the team.

The rollout went smoothly for our employees. Employees especially appreciate the centralization of resources and how it simplifies their day-to-day tasks. Compared to previous methods, the app makes it easier to access information, reduces stress related to admin tasks, and improves teamwork across departments.

Since adopting Evolia, scheduling has become much simpler and more centralized. Employees can view their schedules in real-time, request shift replacement directly through the platform, and get quick responses. This has allowed us to save valuable time, reduce administrative errors, and improve communication both between employees and with managers.

Evolia has transformed how we manage schedules and employees. I’ve been able to automate a large portion of our processes, including schedule creation, shift replacement management, timesheets, and even our old phone list system. It saved me a tremendous amount of time and helped avoid errors caused by paperwork.