In shift-based businesses the weekly roster is prepared in a spreadsheet and a photo of it is dropped into a WhatsApp group. Swap requests are settled by phone, and when timesheets are compiled by hand at month end, overtime, weekly rest and night-work calculations cause disputes between HR and staff. In the system we build, the roster is prepared by skills, legal rest periods and leave, and clashes are flagged automatically. Employees see their shifts in the app and send swap requests to their manager; timesheets and overtime come out of clock-in records ready for payroll.
Problems we see in shift-based businesses
- The roster being built by hand every week
- Shift swaps happening off the record
- Errors in overtime and night-work calculation
- Legal rest periods being overlooked
Modules
Shift roster
Template shifts and drag-and-drop planning by department and skill.
Rule checks
Alerts for daily and weekly working time, rest breaks and weekly days off.
Swaps and leave
Shift swaps between employees, leave requests and manager approval.
Clock-in and out
Clocking by mobile location or QR, or from a time-and-attendance terminal.
Timesheets
Automatic calculation of regular, overtime, night and public-holiday hours.
Payroll export
Timesheets exported in a format your payroll software accepts.
How it works day to day
- 1
The manager builds the weekly roster from a template.
- 2
The system shows rule violations and the plan is published.
- 3
Employees see their shifts and request a swap if needed.
- 4
Clock-ins and outs are recorded by terminal or mobile app.
- 5
At month end timesheets are approved and sent to payroll.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For small teams on fixed shifts, off-the-shelf rota apps and the timesheet screen of a payroll package may be enough.
When custom software pays off
For multi-site businesses with rotating shifts and on-call systems and their own collective-agreement rules, a custom system reduces errors and disputes.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 18 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €500 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Does it work with our existing time clocks?
Clock-in records are taken from time-and-attendance and card reader devices that offer a data feed.
Is it suitable for hospital on-call systems?
Yes, 24-hour on-call duty, rest after duty and on-call pay rules can be defined.
Is employee location tracked continuously?
No, location is captured only at clock-in and out, and only if permission is given.
How are timesheets passed to our payroll software?
Timesheets are delivered as a file in your payroll software’s import format or through a service.
