Industries
Scheduling, staffing and time tracking for care work
Night shifts, long schedules and staffing levels a home cannot fall below. Timply keeps the schedule, the actual time and the holiday balance in one place.
- Size
- 20 to 200 employees per unit, with permanent staff, hourly cover and summer cover
- Shift pattern
- Day, evening and night in rolling schedules laid weeks or months ahead, with staffing requirements that cannot be fallen below
- What payroll has to handle
- Premiums on evenings, nights and weekends, holiday that has to be planned ahead, and overtime when somebody is absent
Conditions
The service is staffed around the clock, every day of the week.
The schedule is laid far ahead and changes when somebody falls ill.
A large share of working time falls inside a premium window.
Staffing requirements are regulated, so a shift cannot be left unstaffed.
Holiday is planned for the whole year rather than week by week.
How Timply is used in this industry
Rolling schedules staff read on their phone
Lay out day, evening and night shifts, assign the staff and publish. Approved leave is visible while you are still planning, so you do not book somebody who is away. Staff can subscribe to their schedule in their own phone calendar.
The holiday balance out of the spreadsheet
Entitlement, paid days, days saved from earlier years and manual adjustments are held per employee and holiday year. You set the holiday year yourself, April under the Annual Leave Act or January if you follow the calendar year.
Sick reporting that reaches the scheduler at once
The employee reports it in the app, the decision is logged with who and when, and the absence appears in the schedule view. Eleven reasons for absence with their own payroll code each, including care of a sick child and parental leave.
Premiums on three levels, worked out at the clock-in
Set up your windows for evening, night and weekend with their own times and their own PAXml codes. Timply splits every clocked hour across the right category, and each category gets its own column in the report.
Cover staff in the right period
The payroll record is exported per period and per selection of employees, so somebody covering two shifts is included in the same run as the permanent staff.
Two things make care work harder
The first is that staffing cannot fall below its level. A restaurant that is short-staffed one evening has a bad evening. A care home that is short-staffed has a different kind of problem, and that makes scheduling a matter of managing risk rather than of planning.
The second is that the planning horizon is long. Holiday is planned six months ahead, which requires the holiday balance to be known and correct when the planning happens, not when payroll runs.
The holiday balance out of the spreadsheet
In many organisations holiday balances sit in a spreadsheet that one person maintains. That works right up until that person is ill or changes job.
Timply holds four figures per employee and holiday year: entitlement, paid days, days saved from earlier years, and a manual adjustment. Section 4 of the Annual Leave Act sets the floor at 25 days and that is the default. Saved days follow sections 18 to 20 and are entered per year.
You set the holiday year yourself. The Act's year runs 1 April to 31 March and that is Timply's default, but many organisations have moved to the calendar year and choose January.
Premiums on several levels
Care work has premiums on evenings, nights and weekends, often at different levels with different rates. Timply lets you set up one category per level with its own times, its own weekdays and its own PAXml code, up to ten categories.
A night shift running past midnight is allocated automatically across the categories it touches. Each category then gets its own column in the Excel report, so a payroll administrator can reconcile the night premium on its own.
Cover staff in the right period
The payroll record is exported per period and per selection of employees. Somebody on hourly cover who worked two shifts is included in the same run as the permanent staff, with their hours on the right codes.
Daily and weekly rest
The Working Hours Act requires eleven hours of unbroken daily rest and thirty-six hours of weekly rest. On a schedule with night shifts and evening shifts, that is the rule most easily breached by accident.
Timply keeps the actual clock times per shift and per person, which is what the review works from. The judgement against the Act and against your own agreement is made by you and your managers.
Common questions
Does Timply warn if a schedule breaches daily rest?
No, there is no automatic warning. The schedule shows how the shifts fall per person and week and the time report shows what was actually worked, with clock times per shift, so the rest between two shifts can be read off the basis.
Does Timply handle night shifts across midnight?
Yes. A shift running past midnight is split across the premium categories it touches, using the times you have set, so a night premium is allocated correctly without anybody recalculating anything.
Which plan do we need?
Pro, for two reasons. Holiday handling and PAXml payroll export are not in Core, and Core holds only 20 users.
How do we bring existing holiday balances in?
Through the adjustment field, per employee and holiday year. It is built for opening balances, payments and advance holiday, and it can be negative. That is the work that takes time in a rollout.
Can staff sign up for open shifts when somebody is off sick?
Timply has shift transfer between two named people. There are no open shifts that anybody can pick up, so for an urgent gap the scheduler still makes a call.
Does Timply calculate holiday pay?
Timply counts holiday days and delivers what was taken as SEM in the payroll record. Holiday pay under the sammalöneregeln or the procentregeln is calculated in the payroll system.
Is part-time sick leave handled?
Yes. Every absence request has an extent in per cent and hours per day, so 50 per cent sick leave carries through correctly to the payroll file.
More features
Lay out the week and publish it
Create shifts, staff them and see straight away which ones are unstaffed. Everyone gets their own schedule on their phone the second it is published.
Holiday under the Swedish Annual Leave Act, per employee and holiday year
Timply keeps each employee's holiday year, paid and unpaid days, days saved from earlier years and manual adjustments.
Leave requests and absence, with a decision that is recorded
Staff request leave and report sickness in the app. A manager approves, and the absence goes to payroll with its own code and the extent that was approved.
A payroll file your payroll system imports without rework
Worked hours, shift differentials, overtime, additional hours and absence are totalled per employee and given the right payroll code. You download a PAXml 2.0 file and import it.
Try Timply with your own staff
You can get going on your own, with your real schedule and your real staff. If you would rather be shown around first, book a demo.
- Trial
- 14 days
- Credit card
- Not required
- Refund
- Within 30 days of purchase