Shift Planning with factoris.onesocial

From Working-Time Model to Finished Roster

Set up your shift systems once as templates – early, late and night shifts, two- or three-shift rotations, part-time patterns or the weekly grid of a residential group. A template describes the cycle day by day, and a preview shows what a full month looks like. Apply it to a planning period and factoris.onesocial pre-fills the roster for your unit; you only change what differs.

Every planning period belongs to one organisational unit – a residential group, a team or a site – and covers the span you choose: a week, a month or a quarter. Its status tells you at a glance whether a roster is still being worked on, is awaiting review, has been published or is already locked. That keeps things clear even when several planners work on different units.

Plan on the Roster Board – Checked Against the Working Hours Act

On the roster board you assign shifts by click or drag & drop, override start, end and break where needed, and keep each employee's hours in view. As you plan, factoris.onesocial checks every assignment against the rules you have configured and flags conflicts right in the roster – before it ever reaches the team.

The rules of the German Working Hours Act (ArbZG) come pre-configured: minimum rest between two shifts, daily and weekly maximum hours, breaks after six and nine hours, maximum consecutive working days, night-shift length and free Sundays. Adjust any rule, add your own – from a collective agreement, for instance – and classify each as an error, a warning or information. How strict the check is, you decide.

Your employees' qualifications are stored in the system and available while you plan – for instance when a shift calls for a professional with a specific qualification. Overtime, a pile-up of night and weekend shifts or an uneven spread of hours across the team is made visible by factoris.onesocial, so you can act before strain builds up.

Shift Requests, Swaps and Each Employee's Own Roster

Employees enter their own shift requests, preferred shifts, shifts to avoid and times they are unavailable – for a specific day or recurring on a weekday, with a priority and a reason. Those requests are in front of the planner when they are needed, instead of on sticky notes, in e-mails or in the manager's memory.

When a shift needs swapping, employees raise the request right in the app: offer their own shift, pick a colleague, add a reason. The colleague accepts or declines, the planner approves – and the roster is updated. Everyone involved is notified of requests and decisions. Under “My shifts”, each person sees their own duties, at the desk or on the phone.

Approval, Publishing and Locking

You decide how a roster is released: the planner publishes directly, a manager approves first, or employees additionally confirm their shifts. On publishing, the roster becomes visible to the team and every affected employee is notified. If something changes, a published roster can be taken back into planning.

Completed planning periods are locked against later changes; only authorised people can unlock them. Confirmed shifts become appointments in factoris.onesocial – the same appointments that disposition, target-versus-actual comparison, working-time accounts and supplement calculation rely on. The roster is not an island; it is where working-time accounting begins.

Monthly Overview, Statistics and What Comes Next

Export the monthly overview of your roster as an Excel file – for the notice board in the group, for management or for payroll. Statistics show hours worked, overtime and the mix of shift types per employee, so workload across the team stays visible and can be shared out fairly.

The roster is its own area in your organisation's electronic file and follows its permission model: who may plan, approve or only read is set per organisational unit. It is available in the web app and in the mobile app. On request, factoris.onesocial proposes a complete roster for you to review and adjust.