Automated work schedules
See staff surpluses and shortages at a glance, while the schedule builds itself.
The system shows staff surpluses and shortages by store and role at a glance. Shifts are assigned automatically from the workload forecast.
How it works
- 1Workload forecast
A statistical model built from historical data shows, for every store, what workload to expect in each hour of each weekday. The forecast is refreshed as new data comes in.
- 2People needed per hour
From the forecast and your specific rules, the system works out how many people of each role every hour needs, and shows straight away where you are over- or understaffed.
- 3Shifts and assignment
It automatically builds the best-fitting shifts within the store’s opening hours and assigns them by group: checkout, sales floor, management. If a shift is left uncovered, it looks for a colleague with a backup role.
- 4Review, lock, submit
The manager reviews the draft and adjusts it in two clicks. Once the schedule is final and handed to staff, the month is locked. Finally the schedule is submitted for all stores at once.
What it enforces and checks
- Legal requirements
Complies with the legal rules on working time averaged over a reference period.
- Working-time norm
Each employee’s norm is computed from working days, public holidays, the contract and absences. The balance of hours worked minus norm is shown for the month and the quarter.
- Quarterly balancing
A surplus in one month offsets a deficit in another. In balanced mode shifts go to people below their norm, so overtime to be paid at quarter end goes down.
- Leave and absences
Holiday, sick leave, training, maternity leave. Every new absence recalculates the draft automatically, and manual changes are kept.
- Monthly compliance check
Below the schedule sits a check of every limit: the limit itself, the most extreme value in the month, and how many breaches there are and for whom.
In day-to-day work
- Staff surpluses and shortages
By store and role you see how many people you need and how many you have — where you are overstaffed and where you are short. Hiring, cutting or moving people becomes a decision backed by numbers, not gut feeling. Alongside are hours against the team’s norm, full-time equivalents and uncovered shifts.
- Changes in two clicks
Pick a shift and where it should go. The system shows where it can and cannot go, and how everyone’s balance changes before you confirm.
- Uncovered shifts
Sick leave mid-month? You see straight away which shift has no one and who can take it without breaking rest rules or their norm.
- “What if…” scenarios
Try a new hire, a leaver or a different contract and see the effect on the schedule and balances without touching the real schedule.
- Audit log and control
Every change is logged — who, when and what. After locking, changes are made by name after talking to the person, and a submitted month cannot be changed.
- Per-store settings
Rules are set for the whole chain and any store can have its own values. Schedules print or save as PDF for the store’s notice board.
What it includes
- Staff surplus and shortage at a glance
- The monthly schedule builds itself
- No breaches of rest rules or working time
- Less overtime to pay
A good fit if
- We don’t know if we are over- or understaffed
- Shift schedules take days every month
- We pay overtime that could have been avoided
Technology
Frequently asked questions
Who is it for?
Chains and businesses with many locations, shift work and working time averaged over a reference period — retail, hospitality, customer service — where staffing has to follow customer traffic through the day.
What data do we need to start?
Sales history with date and time (the more months, the better the forecast), a list of employees with roles, store opening hours, and your rules for service and minimum staffing.
Do we have to replace our ERP or payroll software?
No. The planner works alongside the systems you already have. Data is loaded from an export, and the link to your ERP or payroll system is built around what it supports.
Can managers still change the schedule?
Yes. Automation produces the draft, but the manager has the final say: swaps, moving shifts, extra work, leaving a shift uncovered. The system only blocks changes that would break the law.
How much overtime does it save?
It depends on the team and the workload. Quarterly balancing spreads hours so that people end the quarter close to their norm, with no overtime.
How do people sign in?
It is a web app in Microsoft Azure with sign-in through your company Microsoft account.
Want this solution for your business?
Tell us how you work today — we will show you what the solution looks like with your data.
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