VandyWorks: Vanderbilt’s Workforce Management Tool
Let’s kick things off with the basics. What exactly is Vandyworks? If you’re part of the Vanderbilt University community, you may have already heard this name floating around. Vandyworks is an internal scheduling and workforce management tool developed specifically for the university’s student workers and support staff.
Its primary purpose? To make shift scheduling, availability tracking, and communication seamless and centralized.
| Category | Details |
|---|---|
| System Name | VandyWorks (renamed to Infor Workforce Management in 2024) |
| Launch Year | 2006 |
| Developed By | Vanderbilt University Medical Center (VUMC) in collaboration with Workbrain (now part of Infor) |
| Primary Users | Approximately 19,000 employees across VUMC, including nursing and non-nursing departments |
| Core Features | – Self-scheduling- Time-off requests- Shift trading- Reporting tools- Daily assignment viewing |
| Access Method | Web-based application accessible on any computer at any time |
| Security Measures | – Single Sign-On (SSO)- Multi-Factor Authentication (MFA) when not connected to VUMC WiFi or VPN |
| Compliance | Aligns with Vanderbilt Medical Center’s scheduling and staffing policy, Patient Care Services: Scheduling Process CL 20-06.25 |
Who Created It and Why
Vandyworks was developed in-house by Vanderbilt University’s IT and operations departments. Before Vandyworks, departments juggled spreadsheets, email chains, and clunky platforms that weren’t made for the nuances of university workflows. The university saw an opportunity to create a tailored platform that fit their very specific needs—and so Vandyworks was born.
How It Evolved Over Time
What started as a basic scheduler evolved into a full-fledged workforce management system. It now includes features like time tracking, shift swapping, availability management, and even alerts for upcoming changes. Like any good tool, it’s grown based on feedback from the people who actually use it every day.
How Vandyworks Functions
User Interface and Accessibility
Vandyworks is web-based, which means you don’t have to download any bulky software. Just log in using your Vanderbilt credentials. The dashboard is intuitive: clean design, easy-to-read schedule layout, and a simple menu bar that guides you to your tasks.
Features and Capabilities
- Shift Management: Create, edit, and assign shifts.
- Availability Tracking: Staff and students can input when they’re free to work.
- Swap Board: Need to switch shifts? Post it and let someone else grab it.
- Notifications: Alerts are sent for new shifts, swaps, or changes.
Integration with Other Platforms
While not as open-ended as third-party tools like Google Calendar, Vandyworks does allow calendar syncing, so your schedule can live alongside your personal plans.
Key Benefits of Using Vandyworks
Streamlining Workflows
No more guessing who’s working when or chasing down staff for availability. Everything lives in one place.
Improving Communication
Shift swaps and schedule changes are no longer a nightmare. Vandyworks automatically sends updates and confirmations.
Enhancing Productivity and Accountability
When everyone is on the same page, things just work better. Missed shifts and confusion are dramatically reduced.
Who Can Use Vandyworks?
Vanderbilt University Students and Staff
The platform is primarily built for student workers who balance class schedules with on-campus jobs.
Academic Departments
From libraries to labs, academic units use Vandyworks to manage support staff schedules.
Administrative and Operational Teams
Facilities, dining, and housing services heavily rely on it to coordinate student and part-time employees.
Vandyworks vs Other Scheduling Tools
Comparison with Outlook or Google Calendar
While Outlook or Google Calendar are great for personal or team events, they lack built-in shift management and approval flows. Vandyworks has these features baked in.
Strengths and Weaknesses
Strengths:
- Purpose-built for Vanderbilt.
- Streamlined scheduling for large teams.
- Easy to use.
Weaknesses:
- Not open-source.
- Limited to Vanderbilt-affiliated users.
What Makes Vandyworks Stand Out
Customization. Because it’s built specifically for the university, it handles niche needs that generic tools can’t.
Navigating the Vandyworks Dashboard
Logging In and Basic Navigation
Head to the Vandyworks URL and log in with your VUnet ID. You’ll land on your dashboard where upcoming shifts, availability, and alerts live.
Setting Preferences
Set your typical availability, preferred departments, and notification settings so the platform works with you—not against you.
Using Advanced Features
Advanced users can access reporting tools, batch scheduling, and cross-departmental visibility for better oversight.
Real-World Use Cases
Managing Shifts in Campus Facilities
Facilities management teams use Vandyworks to make sure buildings are staffed with maintenance or custodial workers 24/7.
Streamlining Student Worker Schedules
Think of dining services or the library—both employ dozens of students. Vandyworks keeps their schedules coordinated without overbooking.
Coordinating Events and Meetings
Special events like graduation, concerts, or orientation often need extra hands. Vandyworks helps recruit and assign those shifts efficiently.
Tips for Maximizing Efficiency on Vandyworks
Automating Recurring Tasks
If you know your lab assistant needs coverage every Monday and Wednesday, just set it once and automate it. Simple.
Setting Alerts and Notifications
Customize how and when you’re notified. Text, email, or platform alerts—choose what keeps you on track.
Syncing with Other Apps
Link Vandyworks to your personal calendar so school, work, and life are all in one place.
Common Issues and Troubleshooting
Login Problems
Most login issues are due to expired credentials or two-factor authentication delays. Reset your password or reach out to IT.
Missing Schedules
Double-check your department. Some users forget to toggle the right view to see the full week or team.
Sync Errors
If your calendar isn’t syncing, ensure permissions are enabled and the latest version is connected.
Security and Privacy on Vandyworks
Data Encryption
All data in Vandyworks is encrypted, ensuring your information is protected.
User Permissions and Controls
Only supervisors can edit shifts. Workers can request changes, but nothing happens without approval.
Protecting Personal Information
Vandyworks doesn’t collect more than necessary—just enough to manage your shifts and contact info.
Mobile Accessibility
Is There an App?
As of now, there’s no standalone app, but the mobile-friendly website works well on smartphones and tablets.
How to Use It on the Go
Just open your browser and log in. The responsive layout adjusts to any screen size.
Mobile vs Desktop Interface
While all features are available on mobile, it’s a little easier to manage bulk tasks on a desktop.
Future of Vandyworks
Potential Updates and Enhancements
Rumors are swirling about more automation features, better calendar sync, and even an integrated mobile app.
User Feedback-Driven Improvements
The Vandyworks team regularly polls users for feedback, and many of the platform’s newest features come straight from real requests.
Expanding Beyond Vanderbilt
While there are no official plans yet, a broader university version of Vandyworks could be a game-changer.
Testimonials from Users
Staff Perspectives
“We used to spend hours building schedules. Now it takes 15 minutes a week.” — Admin at Campus Dining
Student Experiences
“It’s so easy to pick up extra shifts when I need cash or swap if I have a test coming up.” — Sophomore, Library Assistant
Departmental Feedback
“Vandyworks has helped us cut scheduling confusion by 90%.” — Director of Facilities
Getting Started with Vandyworks
Step-by-Step Guide for Beginners
- Visit the Vandyworks site.
- Log in with your VUnet ID.
- Set availability.
- Join a department.
- Start picking shifts!
Onboarding Process
Most departments provide a brief walkthrough, but there are also help guides and training sessions available.
Where to Find Help and Resources
You can always reach out to your department admin or visit the IT help desk.
Final Thoughts
Vandyworks isn’t just a scheduling tool—it’s a game-changer for how Vanderbilt University manages its student workforce and operations. It bridges the gap between convenience and control, helping students, staff, and supervisors all stay in sync. Whether you’re new to campus or a seasoned pro, getting familiar with Vandyworks will make your work life a whole lot smoother.
Frequently Asked Questions (FAQs)
1. What is Vandyworks used for?
It’s used for managing work shifts, tracking availability, and improving communication among Vanderbilt University departments and student workers.
2. Is Vandyworks only for Vanderbilt students?
Yes, it is specifically developed for Vanderbilt University staff and students.
3. Can I use Vandyworks on my phone?
Absolutely! It’s mobile-friendly and can be accessed via a browser on any device.
4. How do I request time off on Vandyworks?
You can request time off directly through your dashboard under the availability section.
5. What if I forget my login credentials?
You’ll need to reset your VUnet ID password via Vanderbilt’s IT portal.
6. How do I get alerts for new shifts?
Enable notifications via your settings—you can choose email or text.
7. Can supervisors assign shifts manually?
Yes, they can create and assign shifts based on availability or need.
8. Is my data safe on Vandyworks?
Yes, all data is encrypted and managed under Vanderbilt’s privacy policies.
9. Can I sync Vandyworks with Google Calendar?
Yes, there are instructions within the platform to sync with your external calendars.
10. Who do I contact for support?
Start with your department supervisor. For tech issues, Vanderbilt’s IT help desk is your go-to.
