Staff shift scheduling
The rota builds itself inside the rules, swaps go through the app, and the labour cost shows up before, not on the payslip.
The problem
Every week someone spends hours fitting shifts together on a sheet, holding holidays, preferences and mandatory rest in their head. Swaps get negotiated on WhatsApp where nobody sees them, and when someone calls in sick at seven in the morning the phone round begins.
Worth considering if today
- The week's rota costs hours and gets redone at every surprise
- Shift swaps happen on WhatsApp and are never written down
- The eleven hours of rest between shifts are checked by eye
- The cost of overtime shows up on the payslip
What is included
A rota with the rules inside
Rest periods, maximum hours and contract constraints live in the engine: a shift that violates them cannot be saved.
An app for the staff
Everyone sees their shifts, requests leave and proposes swaps from their phone. An approved swap updates the rota by itself.
Substitutions without phone rounds
A sudden absence queries the qualified people available: the first to accept covers the shift.
Cost before, not after
The rota shows what it will cost, overtime and holidays included, while you compose it.
Payroll export
At month's end the hours go to the payroll consultant in the format they use, with no copying over.
What changes
The week's rota closes in minutes, swaps leave a trace, and you know the labour cost while you can still correct it.
The nearest proof
This one does not have a public demo of its own yet, and I would rather say so. Below are the projects that demonstrate the parts it is made of: if a back office handles a diary, stock and products, the same back office can handle another diary and another stock. Look at those and judge from them.
Phases and timing
- Rules and teams1-2 weeks
The applied contract, constraints, skills, and the unwritten rules that today live in the planner's head.
- Rota and app3-4 weeks
The scheduling engine and the app. Planned in parallel with the current method for a couple of cycles.
- Payroll and reports1-2 weeks
The export for the consultant and the reports on absences and overtime.
In total5 to 8 weeks, depending on the sites and the applied contract.
Practical details
What is not included, what it connects to and the frequent questions: the part worth reading before asking for a quote, opened with one tap.
What is not included
- Time-clock hardware, if there is none: I connect to existing badges and apps
- The payroll itself, which stays with the payroll consultant
What it connects to
- Zucchetti, TeamSystem and the common payroll systems
- Badges and time tracking
- Google Calendar
- Teams and Slack
- WhatsApp for notifications
- Your ERP, if there is one
Frequent questions
What about staff reluctant to use apps?
The printed rota does not disappear: the app is the convenient route, not an obligation. They usually adopt it once they realise it lets them request swaps without going through the boss.
Does it work with our contract?
The rules are configured on the contract you apply, surcharges included. That is the first phase's work, done together.
What if I don't like the proposed rota?
You change it by hand: the engine proposes, you dispose. The point is that every change is checked against the rules as you make it.
Below how many people is it pointless?
Below ten, almost always, and I will tell you so upfront. It pays off from the moment the puzzle exceeds what one person can hold error-free in their head.
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Want this one, with your name on it?
A twenty-minute call and I'll tell you whether it makes sense for you, what I'd build and what it costs. You know the price before we start.