Automation · Operations
Shift planning under the Labor Code, from availability to payroll
The shift schedule is created from people’s availability and the order plan, the manager approves it, and the system makes sure people get it on their phones in time. We build it on top of a spreadsheet, Microsoft Shifts or an off-the-shelf shift app and connect it to payroll data.
Part of Capacity planning
Does this sound like your shift schedule?
The schedule usually does not get stuck because an app is missing. It gets stuck because it does not know the orders, the deadlines or payroll.
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“We make the shift schedule in Excel on Sunday evening and send it as a photo.”
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“The temporary worker doesn’t know they have a shift tomorrow.”
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“We handle shift swaps and absences in a WhatsApp group.”
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“Nobody tracks the deadlines of 2 weeks, and 3 days in advance for agreements.”
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“The schedule doesn’t know the orders, so we are short of people at peak times.”
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“The payroll accountant gets the hours late and copies them from the schedule.”
Flow
How a shift schedule is created – and where a person decides
The automation collects, calculates and reminds. The manager approves the schedule.
- 01
Availability
A form or app collects who can work when. Anyone who has not filled it in gets a reminder.
Person: The worker enters availability; the manager adds vacations.
- 02
Draft schedule
The number of people needed per shift is taken from the order plan. The draft fills in names based on availability and flags broken limits.
Person: The manager edits and approves the draft.
- 03
Publishing
The schedule goes to people’s phones, to Teams or to the calendar. The system checks whether the deadline is met: 2 weeks, 1 week for working time accounts, 3 days for agreements.
Person: People confirm the schedule.
- 04
Changes and swaps
A shift swap or absence goes for approval through the app. For a last-minute change, the system asks for confirmation that it has been agreed.
Person: The manager approves the swap.
- 05
Hours to payroll
Worked shifts with start and end times go out as payroll data. For DPP, hours are added up for the year.
Person: The payroll accountant checks the data and processes payroll.
What we set up for shift planning
Six tasks. You do not have to take all of them. Collecting availability, checking deadlines and payroll data are often enough.
Collecting availability
People enter on their phones when they can and cannot work. Anyone who has not filled it in gets a reminder. The manager does not collect availability through messages and phone calls.
Draft schedule based on orders
How many people you need on which shift comes from the order and capacity plan, not from an estimate. The draft schedule fills in names based on availability; the manager edits and approves it.
Limit check before publishing
A shift of at most 12 hours, a break no later than after 6 hours of continuous work, as a rule at least 11 hours of rest between shifts, and stricter limits for minors. The system flags a conflict before the schedule goes out.
Deadlines and hours for agreements
Each person has a recorded type of employment (employment contract, DPP or DPČ) and whether they have a working time account. The schedule deadline of 2 weeks, 1 week or 3 days is monitored accordingly. For DPP, hours are added up for the calendar year so that nobody exceeds 300 hours.
Publishing, confirmation and shift swaps
People get the schedule on their phones, in Teams or in the calendar and confirm it. For each version you can see when it was created and who saw it when. Swaps and absences go for approval through the app, not through a group chat.
Hours to payroll
Worked shifts with start and end times, overtime and night work go to the payroll accountant as structured data. The Labor Code requires this record for every employee, including those on agreements.
Where will the schedule live?
The schedule needs one place where people can see it. Here is what is possible.
Microsoft Shifts (Teams)
Schedules and shifts via the Microsoft 365 interface. Only the manager sees the draft schedule; people see it after publishing and get a notification in Teams.
Google Calendar
A shift is written as an event in the worker’s calendar and invitees get a notification.
Dayswaps
A Czech shift planning app. A shift exchange and shift offers, a mobile app, notifications and Labor Code monitoring are included already in the Základ plan.
Is your schedule in Excel or a shared spreadsheet? That is a starting point too. At the audit we tell you whether a spreadsheet with rules is enough, or an off-the-shelf app.
When you do not need us
We do not sell our own shift app. When an off-the-shelf one is enough for you, we will tell you.
- You have one site, a few shift types and payroll in standard software
- An off-the-shelf shift planning app is enough. For example, Dayswaps has a shift exchange, a mobile app and Labor Code monitoring already in its basic plan. Start there.
- You use Microsoft Teams
- If you have Shifts in your license, try it first. We build a connection to orders and payroll only when that is not enough.
- You plan a few people on one shift
- A shared spreadsheet and clear rules are often enough. Deadlines and limits are summarized in our article on shift schedules under the Labor Code.
- You need a legal interpretation of the schedule, the working time account or an agreement on a shorter deadline
- An employment lawyer or payroll accountant will give you that. We build the check according to their rules.
We plan shifts in-house too
In our packing facility, people pick their shifts on their phones.
How it works
- 01
Free audit
30 minutes. How many people you plan, on what contracts, where the schedule lives today and who does payroll.
Output: Recommended next step
- 02
Schedule rules
We write down shift types, limits, deadlines by contract type and where the staffing need comes from.
Output: Proposed tasks and price
- 03
Test schedule
One week or one team: collecting availability, draft, limit check and publishing alongside the current schedule.
Output: Verified schedule
- 04
Live operation and payroll
A schedule for everyone and data for the payroll accountant. Training for managers.
Output: Shifts in operation
Frequently asked questions
Do you sell your own shift planning app?
Do schedule deadlines apply to temporary workers on DPP too?
Can we change the schedule at the last minute?
Does the shift schedule have to be on paper?
How much does it cost and how long does it take?
Part of: Capacity planning
Related
Capacity planning
Orders, machines and shifts in one plan, so you know what you can deliver on time.
MoreShift schedules under the Labor Code
Deadlines, shift and rest limits, and what applies to DPP and DPČ.
MoreRecruitment and onboarding
From application to first shift: contracts from a template and payroll data before the start date.
MoreSystem integration
E-shop, accounting, CRM and point of sale that pass data to each other without retyping.
MoreEnquiry — Shift planning
Tell us what you are dealing with. We start with a free 30-minute audit.