Work Schedule Software
Work schedule software by Saitami is built for businesses with shift work — retail chains, restaurants, clinics, factories. Drag-and-drop shift scheduling, rule-based auto-fill by skills and max hours, swap requests between staff, push notifications and full payroll and attendance integration — on a database you own.
What our work schedule software includes
Drag-and-drop schedule
Visual weekly and monthly view where the manager drags an employee onto an empty slot and the system flags conflicts instantly — double shift, broken rest period, hours over contract. One-click copy of last week and template rotations for 24/7 operations.
Rule-based auto-fill
Employee rostering engine that fills empty slots by defined rules — required skills (cashier, barista, on-call doctor), weekly hour caps, minimum rest between shifts and preferred day-evening-night sequence. A full week in 30 seconds instead of four hours.
Shifts across sites, clinics or stores
The same person can work two locations — Monday at the main store, Friday at the satellite. Each site has an independent schedule but no one can be double-booked. Clinics get on-call duty and second-doctor-standby out of the box.
Swap requests between staff
Self-service swap via the mobile app — employee fires a swap request to a colleague with matching skills, colleague accepts, manager gets a notification for final approval. Cuts supervisor phone calls by 70% and keeps staff satisfaction up with zero bureaucracy.
Demand forecast and overtime
Workforce forecast from historical data — store sales by hour, patient volume in emergency, kitchen order counts. The system recommends headcount per shift and warns about overtime up front. Automatic overtime and night-shift premium calculation.
Notification on every change
Push, SMS or Viber message on a new assignment, cancelled shift or approved swap. The employee always sees the current schedule on the phone, never calls colleagues to confirm. Read-receipts guarantee the shift was seen and accepted.
Who it is for
Stores and restaurants
Retail chains, cafes, fast food, restaurants with variable demand — Friday evening twice the Monday morning load. The system recommends an extra shift at peak, controls part-time student hours and auto-schedules cashier lunch breaks. Next week ready by Thursday morning.
Clinics with doctor duty
Hospitals, emergency centres, private clinics with 24/7 coverage and complex duty rosters. Parallel main shifts, on-call duty, second-doctor-standby and specialised skills (surgeon, anesthesiologist, radiologist). Enforces maximum duty length and minimum rest after a night shift.
Factories with three-shift production
Continuous-cycle plants — day, evening, night, four or six-day rotations, separate lines with different skill sets. Plans a full month ahead, respects the collective agreement for nights and rest days, calculates premiums and exports a payroll-ready file.
How we build it
1. Shifts and rules mapping
Week one we collect every position, required skill, shift type, contract caps, night premiums and collective constraints. We review the current process — Excel, paper, group chat — and the points where time leaks. Deliverable is a working rulebook for auto-fill before any code is written.
2. Next.js calendar UI
Drag-and-drop schedule with Next.js 15 and a custom React calendar tuned for 200+ employees and a six-week view. SSR for admin, instant filter by name, site or skill, one-click paper print for sites without WiFi.
3. PostgreSQL and rule engine
PostgreSQL with row-level locking on parallel edits from multiple managers. A server-side rule engine validates each shift plan against constraints before saving. See our custom software development for industry-specific rules.
4. Mobile push and integrations
Native iOS and Android app with push notifications on every change, plus direct integration with payroll and attendance — hours from time tracking flow into payroll automatically. See our mobile app development if you need a custom companion app.
Why Saitami
time on the weekly schedule
average drop after launching rule-based auto-fill and template rotations
staff satisfaction via swap feature
measured by quarterly pulse surveys after schedule transparency in the mobile app
starting investment
for the full platform with drag-and-drop scheduling, auto-fill, mobile push and swap requests
Related: Leave & attendance system for full working-time coverage and payroll software to push worked hours straight into payroll. See also software development when shift rules are too specific for a standard product.
Frequently Asked Questions
Can it generate a schedule automatically?
Yes. Once you define each employee's skills, contract hour caps, preferred days and template rotations, the Generate button fills a full week in under 30 seconds. The system enforces minimum rest after a night shift, prevents double-booking across sites and balances headcount against the sales or patient forecast. The manager reviews and approves rather than starting from a blank sheet.
Is it suitable for 24/7 operations?
That is exactly what it is optimised for. It supports three-shift production with four or six-day rotations, on-call clinic duty and night shifts with automatic premium calculation per local labour code. The rule engine enforces maximum duty length and mandatory rest between shifts. Tested on production lines with 200+ workers and emergency centres with 50+ doctors on the roster.
Is there a mobile app for employees?
Yes, a native iOS and Android app with push notifications on every change. Employees see a personal schedule for the next six weeks, fire a swap request to a colleague in two taps, request leave, mark start and end of shift for attendance. The manager view approves swaps and makes quick fixes from the phone when someone calls in sick at 5am.
How much does work schedule software cost?
A starter package with drag-and-drop scheduling, rule-based auto-fill, mobile push, swap requests and base reports starts at €2,800 one-off. Larger rollouts for chains with 10+ sites, multi-tenant architecture, demand forecasting and full payroll and attendance integration typically land between €5,500 and €11,000. No monthly SaaS lock-in — the code is yours, hosted on your server or our cloud.
Ready to stop building schedules in Excel?
Tell us how many employees, sites and shift types you run. You will get a concrete work schedule software plan with pricing and timelines — no monthly SaaS lock-in.
Request a demo →