Paper Scheduling at 700+ Employees
Toledo PD, one of Ohio's largest municipal police agencies, was running entirely on paper. Every schedule, every time bank adjustment, every workers' comp calculation required physically retrieving records from storage and manually reconstructing data page by page.
"We had to get logs hauled back out of our attic. Going through paper by paper to reconstruct someone's time… the man hours put into that kind of process — it was ridiculous."
— Lt. Kelli Russell, Toledo PD
| Problem Area | Operational Impact |
|---|---|
| Time Bank Reconstruction | Physical attic retrieval; page-by-page rebuild of employee records |
| Workers' Comp Calculations | Days of manual effort to rework claims and calculate owed compensation |
| Scheduling Staff Required | 6 personnel dedicated to scheduling functions alone |
| Schedule Visibility | No real-time access; required physical presence to view or update |
| Daily Roster Creation | Entirely manual compilation; time-intensive every single day |
| Process Reliability | Error-prone with no audit trail or version control |
Results From Day One
The biggest wins at Toledo didn't take years to materialize. These results came with the initial deployment — as soon as paper was replaced with InTime.
| Metric | Before InTime | After InTime |
|---|---|---|
| Scheduling Staff Required | 6 dedicated personnel | 1 person |
| Schedule Management Time | Full-time manual effort | 83% reduction |
| Daily Roster Creation | Hours of manual work | 90% time reduction |
| Time Bank Reconstruction | Attic retrieval, page by page | Instant digital access |
| Workers' Comp Rework | Days of manual calculation | Automated data pull |
| Schedule Changes | Manual, delayed updates | Real-time, single source |
Five personnel moved back to operational roles. Roster creation went from hours to minutes. These weren't gradual improvements — they were immediate.
Before, I had 3 or 4 different sheets that I had to update to keep everything accurate. Now, everything is in one place and it’s easy to transfer officers from one shift to another. It’s beyond belief how much time and money is saved.”
MATTHEW BOMBRYS
Lieutenant, Toledo Police Department
Still Here, Still Growing
What makes Toledo's story different is what happened next: they stayed. For over 12 years, through leadership changes, budget cycles, and evolving technology, Toledo PD has continued to choose InTime — and continued to expand what they use it for.
"We're hoping to advance and use more of it. We just actually implemented Posts where we use InTime to sign up for overtime assignments. That's going well."
— Lt. Manabag, Toledo PD
Replaced paper scheduling entirely. Staff reduced from 6 to 1. 83% scheduling time savings achieved from day one.
Stable daily operations. Toledo becomes a go-to reference for other agencies evaluating InTime — a testament to the relationship, not just the product.
Implemented OT Posts module — automated, rule-based overtime sign-ups, removing yet another manual process from the department.
Migrated from on-premises to cloud. Mobile app access and automatic upgrades now live across the department.
What If Your Scheduling System Still Worked 12 Years From Now?
5 Officers Back on the Street
Before InTime, Toledo needed 6 people just to manage scheduling. Today it takes 1. Those 5 positions went back to patrol, investigations, and community policing — the equivalent of a small hiring class without a single recruiting dollar spent.
The Access Your Officers Expect
700+ Toledo officers now have mobile app access to their schedules, overtime sign-ups, and leave requests. When officers can see their schedule and trust that OT is distributed fairly, it removes a daily frustration that quietly drives people toward the door.
A System That Grows With You
Toledo didn't deploy every InTime module on day one. They started with scheduling, proved it out, and expanded over time — OT sign-ups, then cloud and mobile. No rip-and-replace. The platform met them where they were and scaled as they were ready.
"We were told by our own people that we couldn't do it. And Sarah was like, nope, I think you can. She worked with us a lot and showed us what to do. We wouldn't have been able to do it without her."
— Lt. Manabag, Toledo PD — on the InTime implementation team
