The problem
Excel, paper and mental arithmetic.
The schedule is redone every period, the hours are counted by hand, and when someone swaps a shift there are three versions of the truth: on the wall, in the group chat and in the manager's head.
03 · Scheduling
The schedule built around your rules, on everyone's phone.
Store managers spend hours a week on the schedule in Excel, and it's still wrong. We build your schedule as a rolling rotation around the store's own rules: opening hours, who may open, hour targets per person, breaks and rest, public holidays. Published where staff actually look, and as a printout where everyone finds their own row.
The problem
The rules live in the manager's head.
Eleven hours of daily rest, 36 hours of weekly rest, a break after five hours, hour targets per person, who may open. The manager is supposed to remember all of it, every time.
The problem
The systems are built for the big chains.
A licence per employee, twelve months of lock-in and "too many clicks". The Swedish retail union's own 2026 report shows six in ten store employees are disrupted daily by clumsy systems, and only one in four has been trained in them.
How we work
The base schedule is built once. Then it rolls.
Most stores have a pattern that repeats every four weeks. We enter your rules and build the rotation so it meets them, verified before it's published. After that the schedule isn't a job every period, it's a pattern that rolls and gets adjusted when something changes.
Your rules, entered once
Opening hours per weekday, opening and closing shifts, who may open, hour targets per person and period, unpaid breaks, public holidays with Sunday hours. The rules are stored with the schedule, not in the head of whoever happens to make it.
The rotation is verified against the rules
Before a period is published the schedule checks that nobody gets too little daily or weekly rest, that breaks fall correctly, that hour targets add up and that every day has someone opening and someone closing. A schedule that breaks the rules can't be published by mistake.
Published where staff look
An address on the phone showing my schedule and the whole store's. A printout with one row per person, so you find your own row and read across. Shifts can be added to the phone's calendar.
Swaps and requests without the group chat
Requests for the next period and swap proposals are left in the same view. The manager sees them collected when the period is planned, instead of in twenty messages.
Hours per person, ready for payroll
Hours are totalled per person, week and period, with the difference against target, and exported as PAXml, the standard file that Fortnox, Visma Lön, Hogia and Crona import. If you need clocking in with GPS and automatic unsocial-hours pay, we connect a system that does that, see below.
Example · one store, five employees
Rolling four weeks
A store in a bed chain: five employees at 75, 50 and 50 percent plus two hourly staff. Monday opens at 09:40 for the morning meeting, public holidays get Sunday hours, the break is 60 minutes on shifts over six hours. The rotation meets all of it, verified.
Green opens, yellow closes, light is midday. Each square is a shift, each row a week.
The rules the schedule meets
- Daily rest
- At least 11 hours between two shifts
- Weekly rest
- At least 36 consecutive hours per seven-day period
- Breaks
- Never more than five hours in a row without a break
- Notice
- The period is published at least two weeks ahead
- Unsocial hours
- Evenings, late evenings and Sundays are marked so the cost is visible before the schedule is published
- Your own
- Opening, closing, hour targets, who may open, public holidays, minimum staffing per hour
The levels follow the Swedish Working Hours Act and the retail collective agreement, and are checked against your agreement before they're entered.
When you need more
Clocking in and payroll files? Then we set up the right system for you.
If you need clocking with GPS, automatic unsocial-hours pay under the whole retail agreement and approval workflows, that's a job for a system that has spent years on exactly that: Timeplan, Quinyx or Planday. We don't rebuild it.
What we do is what decides whether the rollout succeeds: we help you choose, enter your rules and rotations, connect it to the staff room and train the staff in it, with the same kind of training as the rest of the material. Because that's where it usually goes wrong. Only one in four store employees has been trained in new technology, according to the Swedish retail union's 2026 report.
The right size of solution. Not the biggest.
Send us the schedule you have today.
We build the whole rotation around your rules and show it within a week. You decide once you have seen it. If you don't like it, it costs nothing.