Duty scheduling

Staff Scheduling: A Guide to the Basics and Questions

The staff scheduling is a crucial component of human resources management in companies. It ensures that the working hours and locations of employees are optimally coordinated to consider both the needs of the company and those of the employees. In this blog article, we answer central questions regarding staff scheduling, such as the definition of a duty roster, its legal framework, and the possibility of refusing a duty roster. Moreover, we will explain how Sundae OS provides an innovative solution to simplify the staff scheduling process.

What is meant by a duty roster?

A duty roster is a tool for short-term workforce planning that assigns each employee a specific working time and location. The aim is to meet the quantitative and qualitative staffing needs of the company. Typically, various factors are considered when creating duty rosters, including:

• Framework duty roster: Here, general, abstract criteria are established that must be observed in creating individual duty rosters due to legal regulations or a fundamental decision.

• Daily or weekly duty roster: These specify the planning and include detailed information about the working hours of individual employees.

A duty roster is more than just an overview of working hours; it also documents the actual working hours and ensures transparency. Important information that should be included in a duty roster includes:

• First and last name of the employee

• Qualifications

• Desired working time and employment degree

• Evidence and overview for compensable holidays and overtime

• Duty roster period

• Creation date and signatures

Furthermore, duty rosters must be created in a data protection-compliant manner, as they contain personal data. 

Sundae OS: Digital Onboarding and Employee Management

The software Sundae OS offers a comprehensive solution for onboarding and managing all employee information, which is of great benefit in creating and managing duty rosters.

1. Digital Onboarding: The digital onboarding process significantly simplifies the invitation process for new employees. Managers only need to enter the first name, last name, and email address of the new employee, and the system automatically generates an invitation link and sends a welcome email. This reduces administrative effort and allows for a quicker onboarding of new employees.

2. Management of all employee info: Sundae OS centrally stores all relevant master data of the employees, including contact information, qualifications, and pay levels. This gives managers an overview of their employees' qualifications at any time and allows them to use them efficiently in shift planning.

Is a duty roster legally binding?

Yes, a duty roster is legally binding. It constitutes a document in which the agreed working hours and locations are recorded. Changes or corrections to the duty roster must be documented to ensure traceability. This means that both employers and employees are bound by the working hours set out in the duty roster, as long as there are no legal or contractual regulations to the contrary.

It is important to note that duty rosters must be created considering working time laws, collective agreements, and company agreements. These legal frameworks protect the rights of employees and ensure their working hours are fair and reasonable.

Can I refuse a duty roster?

The refusal of a duty roster is generally possible, but it depends on the circumstances. An employee may refuse a duty roster if:

1. Significant deviations from the contractually agreed working hours: If the times set out in the duty roster deviate significantly from those agreed upon in the employment contract, the employee may assert a refusal.

2. Legal or health reasons: If an employee is unable to work at the times set out in the duty roster for legal or health reasons (e.g., due to illness or a legal regulation), they may justify the refusal.

3. Insufficient notice: If the duty roster is not communicated in a timely manner, so that the employee did not have enough time to adjust, this may also be a reason for refusal.

In such cases, it is advisable to seek a conversation with the supervisor and to communicate the reasons for the refusal clearly and transparently. Open communication can help avoid misunderstandings and find a solution together.

Sundae OS: Support in Shift Planning

With Sundae OS , the shift planning is significantly simplified. The software provides a visual weekly overview, in which shifts are displayed per day. Managers can assign shifts via drag & drop, and the system automatically checks whether the shift has any available slots and whether the person is qualified. This intuitive operation reduces effort and minimizes errors.

Moreover, the software also supports the planning of shift repetitions and allows individual changes to be made without affecting the entire planning. This not only makes planning more efficient but also more flexible.

Tips for Creating a Duty Roster

Creating an effective duty roster can be a challenge. Here are some tips that may help you create a well-structured and fair duty roster:

1. Consider employee wishes: Conduct surveys or conversations with your employees to understand their preferences and wishes regarding working hours. This promotes employee satisfaction and helps you create a more flexible duty roster.

2. Plan ahead: Create the duty roster early to give employees ample time to adjust to their working hours. Timely communication increases acceptance of the plan.

3. Utilise software tools: Using suitable software for duty scheduling can significantly simplify the process. Sundae OS offers a comprehensive solution that makes creating duty rosters efficient and transparent.

4. Consider legal requirements: Ensure that the duty roster complies with legal working time regulations and any collective agreements. This not only protects employees' rights but also minimizes legal risks for the company.

5. Plan for flexibility: Build in buffer times and consider possible absences (e.g., due to illness or vacation). A flexible planning allows you to respond quickly to unforeseen events.

6. Solicit feedback: After implementing the duty roster, you should gather feedback from your employees to identify possible improvements. This shows that you value your employees' opinions and are willing to make adjustments.

Conclusion

The staff scheduling is an essential tool for human resources management in companies. It ensures the efficient allocation of working hours and locations, while also considering the needs of employees. A duty roster is legally binding and should be created with regard to applicable legal and contractual frameworks. The possibility of refusing a duty roster depends on various factors, which is why open communication between employer and employee is essential.

In today’s work environment, characterized by a shortage of skilled workers and a growing need for flexibility, an employee-oriented duty roster is a key element for successful recruiting and personnel marketing. The software Sundae OS is a helpful tool that optimizes the entire process of duty scheduling and employee management, making the onboarding of new employees considerably easier.