"Built for Teams solved multiple problems with one affordable tool."
Dave Mathewson Executive Pastor at Davisville Church
A Bit About Davisville Church
Located in Bucks County, Pennsylvania, Davisville Church is committed to creating a warm, authentic atmosphere for worship. Since 1849, Davisville has passionately shared the love of Jesus Christ in its community and around the world. Whether it's through a sports league for kids or partnering with organizations to fight human trafficking, its members desire to be people who embrace community, give generously and continually mature in their faith.
Accountability for used and unused time
When Dave Mathewson became Davisville Church’s executive pastor in early 2018, the fifteen-person staff was relying on each employee to track their office absences. With the responsibility to oversee operations and human resources, Dave realized that increased accountability was required to improve the organization’s processes.
"We are a church, and we believe in the honor system. However, accountability is really vital for any organization, when it comes to not just holding employees accountable to something but also making sure they are getting the benefits they’re entitled to." - Dave
Beyond simply keeping accurate records, a primary concern was ensuring employees were fully utilizing their generous benefits. Davisville’s management team places importance on employees using their allowed time off, but without proper reporting, this valuable benefit wasn’t always being used to its full extent.
Photo from davisville.org
Paper calendars and timesheets providing unclear reports
Each employee had a personal paper calendar stored in a communal filing cabinet that was used to highlight the days they were planning to be away. However, it wasn’t always obvious when there was a highlighted date whether the time was for vacation, sick, or personal leave. Because account balances weren’t kept up to date, managers and employees had no method to determine if time off should be requested, approved, or even required.
"Differentiating your time-off and tracking that time was nonexistent, and the accountability was also nill." - Dave
Dave also relied on the staff to manually submit paper timesheets. Improving PTO tracking was the priority, but it was evident that the organization would eventually need a more streamlined timesheet process.
"Honestly, submitting timesheets was always pulling teeth a little bit to make sure they got handed in on time. They weren’t in a centralized location, and you were always following up with people." - Dave
Limited funds available to improve a small organization’s process
Photo from davisville.org
As a non-profit church, Dave knew he needed to find an affordable solution. And even though the church was small, the product still needed to be flexible and allow for customization.
"We’re a small organization. We were looking for something scalable; that enabled us to have clear paid time off tracking for our employees, gave us the flexibility to have different policies for different types of employees, and then made it easy for those employees to utilize it." - Dave
There are numerous HR software options, and Dave found the market to be crowded and noisy. It took several months of research to sort through the various solutions available online.
"I felt that with a lot of other solutions, I had to jump all in with every part of HR. Except for I didn’t need all of that. I was just looking for PTO." - Dave
It was important to Dave that this solution was not only affordable but also easy to adopt for the end-user. To digitize the reporting and tracking of PTO would simplify his administrative duties, and hopefully, be a celebrated tool used by his staff.
Creating a smooth transition
It was a priority for Davisville Church to find a new system for tracking and reporting PTO. However, the implementation of any digital product rarely comes without hesitation or a steep learning curve.
"I would describe the transitions to some other software as very painful on the end-user side of things. Going from tracking PTO and timesheets on paper to using Built for Teams was a very smooth transition. It went really well!" - Dave
Dave welcomed these efficient transitions after months of hunting for the right HR software. He appreciated that the Built for Teams support staff was readily available, making implementation relatively quick. In the end, the software proved to have enough flexibility to meet the organization’s need for custom policies.
"There is a lot of flexibility. It feels like this (software) is set up for us as opposed to it is set a certain way, and we have to change what we are doing to fit it." - Dave
Additional features to enhance your process
Davisville’s immediate focus was to improve PTO tracking, but with Built for Teams, the organization had access to a toolbox of useful features to streamline its HR processes.
"One of our favorite things that we have now is the calendar on Built for Teams. We really struggled not just with the tracking of paid time off but also having a staff calendar of who is out of the office, when and why. It’s all in one place now." - Dave
To eliminate additional paper headaches, Dave was interested in someday switching to digital timesheets. The release of the Built for Teams’ Timesheet product couldn’t have come at a more convenient time.
"At the time, I wasn’t looking for a timesheet program, but I knew I would need to at some point. Now we use the Built for Teams’ timesheets, and it works really well. It’s simple and very user-friendly." - Dave
The electronic communication system streamlines the timesheet process for Dave’s team, making it much easier for the people in the right positions of authority to approve what is needed. The Built for Teams’ Org Chart has additionally helped clarify these roles and responsibilities.
"I love when people see the org chart for the first time and are able to see clearly the structure of how the staff is laid out." - Dave
A forward-moving product at an affordable price
Even as a small organization, Davisville has realized the benefits of utilizing multiple features that are continually being fine-tuned by Built for Teams’ developers and designers.
"What I’ve been impressed with over time is that Built for Teams hasn’t stayed the same. There isn’t a stagnation with the software. I’ve struggled with other cloud-based software providers where there are items that get stuck in development." - Dave
With the introduction of new features, Dave has seen Built for Teams continue to make progress and change for the better. He enjoys how the product team encourages and creates an open dialogue for customers to influence this development.
"What I appreciate about Built for Teams is there seems to be a culture of movement with the software forward; that they are going to be listening to customers, but also innovating ideas for what would be useful." - Dave
Photo from davisville.org
Even as a small organization, Davisville Church needs access to advanced digital tools to support its HR needs. Dave found an affordable solution with Built for Teams and an opportunity to improve simultaneously.
"What I appreciated was that Built for Teams was scalable. It’s not breaking the bank and worth the money we are investing in it." - Dave
"Built for Teams gave us all the flexibility that we needed."
Head of People and Culture
"Our employees feel more empowered in managing their time."
Chief Operating Officer
"We like that with Built for Teams, everything is in one place, making it very easy to review requests."