Shift scheduling

Based on a set of parameters, the system generates schedules for a selected group of employees on its own, flags any inconsistencies (e.g. exceeded working-time limits), and — once the administrator approves the schedule — publishes it automatically and notifies employees about the new plan.

The schedule is generated based on a set of parameters:

• Scheduling rules tied to the working-time system (hourly limits, breaks between shifts),
• Employees' assigned working days (excluding days off),
• The selected date range.

It can also use pre-built schedule templates.

Once the schedule is filled in automatically, the system:

• Checks compliance with scheduling rules (hourly limits, breaks between shifts),
• Displays alerts if any limit is exceeded,
• Ensures the schedule complies with labour law.

This feature significantly speeds up scheduling, especially for recurring shift patterns.

Yes, the schedule is created automatically based on the criteria you set.

When generating schedules automatically, the system takes into account:

• Shift templates (predefined working-hour patterns),
• Date range (the period the schedule covers, with the option to skip weekends or holidays),
• Working-time rules and limits (including the maximum number of hours per shift/week, overtime and breaks between shifts),
• Additional rules checked automatically (such as daily rest periods, an average 5-day working week, and other rules required by labour law),
• Employee assignment (the schedule can cover only selected employees matching given criteria).

The system generates the schedule based on these criteria and then verifies compliance with all the limits, displaying alerts if anything is violated.

Thanks to automation, preparing schedules is quick and intuitive.

• Choose who the schedule is for and for what period.
• Pick the rules the system should use to plan shifts and set the calendar of days off for that group of employees.
• The system automatically builds the schedule and checks it against labour-law requirements.
• Once ready, publish the schedule draft and notify employees.

Yes, the scheduling tool is built around labour-law requirements and takes into account daily and weekly rest periods, free Sundays, the start of a new working day, the length of the settlement period and other rules required to build compliant work schedules.

The system is also kept up to date whenever the relevant regulations change.

Yes. Every employee can see the full history of their own schedules in their profile. Managers can view their team's history, and the module administrator has access to a report with the option to export data to an XLS file.

Yes. Our scheduling tool can be used by companies working with different settlement periods of different lengths, starting at different points in the year.

Yes. Existing work schedules can be copied easily, which gives you:

• Significant time savings – instead of building a schedule from scratch, simply copy a proven shift plan from a previous period.
• Fewer errors – copying verified schedules minimises the risk of mistakes from manual data entry.
• Consistency – if a given shift pattern worked well, you can reuse it easily.
• Fast adaptation to change – a copied schedule can be quickly adjusted to current needs by changing only selected elements.
• Easier seasonal planning – reuse schedules from equivalent periods in previous years.

Combined with templates and automatic filling, the copy feature makes scheduling highly efficient and lets you focus on managing exceptions rather than routine planning.

Yes. The module lets you build schedules based on defined criteria while keeping track of the applicable working-time system and limits required by labour law, including the maximum number of hours per shift/week, overtime, breaks between shifts, and daily rest periods.

Yes, employees are notified about new schedules and any changes made to them.

Notifications when a schedule is published online:

• Automatic emails sent to all employees once the shift plan is published,
• The option to notify only the employees whose shifts have changed.

Benefits of automatic notifications:

• Instant information – employees learn about the schedule as soon as it is published, without having to keep checking the system,
• Clear communication – any change to the schedule can be automatically shared with the people affected,
• Time savings for managers – no need to inform every employee individually about changes,
• Consistent communication – all employees receive the same information at the same time, reducing misunderstandings,
• Better work-life planning – employees can plan personal commitments in advance, knowing their shift schedule ahead of time,
• Lower risk of understaffing – fast notifications reduce the risk of no-shows caused by not knowing about an upcoming shift.

tomHRM works with all working-time systems, including the equivalent system and shift-based systems.

The schedule is available online once employees log into the system. Employees receive an email notification whenever a new shift plan is published. The system administrator can also export it to PDF for employees to review.

The system lets you build schedules for direct reports, departments and locations.

Yes, the system lets you create fixed working-hour patterns. These can cover single days or entire weeks. Templates significantly speed up the scheduling process.

Yes, once a schedule is filled in, the system automatically checks whether any hourly limits have been exceeded. Alerts appear if there are any issues. The system can check things such as:

• The maximum number of hours per shift, day and week;
• Minimum breaks between shifts;
• Whether every fourth Sunday is free;
• Daily and weekly rest periods;
• An average 5-day working week.

Yes, when planning schedules you can set a time frame spanning several months ahead.