Skip to content
Timply
svStart for free

Industries

Scheduling and time tracking for restaurants and cafés

Split shifts, staff swapping shifts at the last minute and an unsocial hours premium every evening. Timply lays out the schedule, records the actual time and turns it into a payroll record that adds up.

Size
5 to 60 employees per site, often with a high share of part-time and hourly staff
Shift pattern
Split shifts around lunch and evening, peaks at weekends, late clock-outs while the last guest is still seated
What payroll has to handle
Premiums on evenings and weekends, additional hours for part-time staff, and overtime when closing runs over

Conditions

  • Opening hours run across evenings and weekends.

  • Shifts are often split, with a peak around lunch and one around the evening.

  • The share of part-time and hourly employment is high, and the level of employment varies between staff.

  • The clock-out is decided by when the last guest leaves, not by the schedule.

  • Staff swap shifts with each other during the week.

How Timply is used in this industry

  • Publish the week instead of printing it

    Lay out the split shifts, assign the staff and publish. Everyone sees their own shift on their phone the same second, and if you change it on Wednesday the staff see that rather than reading an out-of-date notice.

  • Clocking out at closing, not a note on paper

    Staff clock in and out in the app or on a shared terminal by the entrance. If closing runs over, the actual time is recorded rather than the planned one.

  • Premiums from 18:00 on weekdays, earlier at weekends

    The default set follows common Swedish practice with weekday evening from 18:00, Saturday from 14:00 and Sunday from 12:00. If your agreement has other times you change them, and Timply splits every clocked hour across the right category.

  • Additional hours and overtime kept apart

    For part-time employees Timply separates additional hours from overtime using the full-time measure. The line falls at the full-time measure, which is set per employee.

  • The time becomes a payroll file

    At the end of the period the time becomes a PAXml file with every hour already on the right code. Nobody sits and totals up Saturday premiums by hand.

The evening that runs over

The clock-out is decided by when the last guest leaves, not by the schedule.

A shift scheduled to 22:00 that ended at 22:35 leaves 35 minutes to be booked somewhere. Which code they land on depends on the time of day and on the employee's level of employment.

Timply decides that at the clock-in. The actual time is recorded, the premium windows allocate the hours automatically, and the full-time measure decides whether the rest is additional hours or overtime.

The level of employment decides the code

In restaurants a large share of staff are part-time, and the level of employment differs from person to person. That means a single threshold for when overtime starts does not work.

Timply calculates per employee. Additional hours are the hours up to the full-time measure and are booked as MER. Overtime is the hours above it and is booked as ÖT1 or ÖK1, depending on whether the employee chose payment or time off in lieu. They land in different columns in the report and on different codes in the payroll file.

The schedule that actually applies

A printed schedule in the staff room is true on the day it goes up. Timply publishes the schedule to the phone, so a change on Wednesday is visible straight away to everyone it affects. Staff also see which colleagues are booked on the same shift, which in practice is the feature staff ask for most.

If you still want a notice on the wall, the schedule prints.

How the register is kept

Restaurants are covered by the electronic staff register requirement in skatteförfarandelagen chapter 39. The register has to be present at the premises and produced during an unannounced inspection.

Staff clock in once, and that same entry is used for the register and for payroll. So the shift is not recorded once for the Swedish Tax Agency and once for the payroll run, which also means the two cannot end up disagreeing. During an inspection you open the register for the premises and show who is in and the shifts before it.

More on how it works on the electronic staff register page.

Common questions

Does Timply handle split shifts?

Yes. You put two shifts on the same day for the same person, and both are compared against the actual clock-in separately.

How are late clock-outs at closing handled?

The actual time is recorded and the difference against the schedule is calculated. If the time fell inside a premium window it is allocated there automatically. Whether it counts as overtime is decided by the full-time measure and by what the employee chose.

Can staff swap shifts with each other?

In Pro an employee can hand a shift over to a named colleague. Open shifts that anybody can pick up do not exist.

Does Timply replace our staff register?

Yes. Restaurants are covered by skatteförfarandelagen chapter 39, and one clock-in serves both the register and payroll. During an unannounced inspection you open the register for the premises and show it on screen.

Does it work for hourly staff on different levels of employment?

Yes. The full-time measure decides the line between additional hours and overtime, so somebody on 40 per cent and somebody on 80 per cent are each handled correctly.

Do staff need their own phone?

No. The time clock works in a browser, so a shared terminal in the kitchen or by the staff entrance is enough.

More features

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.

Start for freeBook a demo
Trial
14 days
Credit card
Not required
Refund
Within 30 days of purchase