Shift scheduling
Create reusable shift templates and assign people to them. Open the weekly or monthly rota and adjust it when the business needs a different cover pattern.
Drag & drop
Visual assignment
Plan shifts, publish the rota, and handle changes in one place
Replace paper rotas and last-minute calls with a published schedule. People can see when they work, request a swap, and wait for a manager to approve the change.
Publish
Schedules the team can open
Request
Shift changes with a named owner
Approve
Manager review before the roster updates
Guided demo available
Guided setup available
Cancel anytime
Still planning shifts on paper or in a spreadsheet?
- Paper or Excel rotas that go out of date with every change
- Last-minute calls and messages to cover a shift
- No shared view of who is available to work
- People finding out their hours too late to plan around them
Build the rota, share it, and review swap requests
Publish weekly or monthly shifts, let people request a change, and keep availability next to the same calendar. The rota is available on a phone or desktop.
Availability & preferences
Each employee can record their availability so planners can see it when they build the rota. Shifts sit next to time tracking, so planned hours and recorded hours stay in the same place.
Automatic
Preference management
Shift swapping
Employees can ask a colleague to swap a shift. The manager still has to approve. Swaps sit next to vacation and other leave so cover is visible.
1 click
Peer-to-peer swapping
Digital rota: see the team's shifts by week or month, with named assignments on a phone or desktop.
Schedule reminders: configure an alert before a person's schedule starts or ends, then choose how they receive it.
From a draft rota to a published schedule
Define the shift types you use, assign people, publish the week, and review change requests as they come in.
1
Define your shifts
Create the shift types your company uses: morning, afternoon, night, split shifts, or a custom combination. Set start and end times, breaks, and rotation rules.
2
Assign employees
Drag and drop to assign people to each shift. Conflicts with vacation, availability, or rest periods are flagged before you publish.
3
Publish the schedule
Publish the schedule and each employee is notified of their shifts. They can open it on a phone or desktop whenever they need it.
4
Manage changes
Employees request changes or swaps in the app. You approve, the schedule updates, and the people affected are notified.
A rota people can actually follow
Clear shifts reduce last-minute cover calls, help people plan their week, and keep planned hours next to recorded time.
Fewer scheduling errors
Conflicts such as overlaps, short rest periods, or duplicate assignments are flagged. You can fix them before the rota goes out.
Clear communication
Schedule changes can trigger a notification. People see when they work without relying on a WhatsApp group or a notice board.
Happier team
People can see their hours in advance and request a swap instead of hoping a message gets through. Respecting availability makes cover easier to arrange.
Legal compliance
Shift planning sits next to time tracking, so planned hours, rest, overtime and clock-ins can be reviewed together. The company still has to check that records match its agreements.
AI integration
Check availability in employee shift management software with AI.
Describe a coverage change or an availability question. Artificial intelligence for HR can check the schedule and prepare a swap for review. It does not build the full rota: it works with the shifts and access already in place.
- Changes stay in the usual review process.
- Availability and leave can be checked without switching screens.
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Example
“Check Ana's availability on Friday and tell me whether she can cover the afternoon shift.”
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Example
“Prepare a shift swap between Marta and Luis for Saturday.”
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Example
“Show Laura's schedule this week and whether she has any approved leave.”
Questions about shift planning
What types of shifts can I set up?
As many as you need. You can create morning, afternoon, night, split, rotating, or custom combinations. Each shift has its own start time, end time, and breaks. Rotation templates can repeat weekly or monthly assignments.
Can employees view their shifts from their phone?
Yes. TalentoHQ works in a browser on a phone, tablet, or desktop. Each employee sees their current schedule and can be notified when a change affects them. No app to install.
How does shift swapping between colleagues work?
An employee proposes a swap with a colleague. The colleague accepts or declines. If both agree, the manager still has to approve. The schedule then updates and the people involved are notified.
What notifications do employees receive?
Employees can be notified when a new schedule is published, when a shift that affects them changes, when a colleague proposes a swap, and when a request is approved or declined. Notifications go by email and inside the app.
Does it integrate with time tracking and attendance management?
Yes. Assigned shifts connect with clock-ins and attendance. Managers can compare planned hours with recorded time, including absences, late arrivals, and overtime. The records support review; the company remains responsible for its working-time duties.
How much does it cost? Is there a long-term commitment?
All-Inclusive: €2 per user/month annually, or €3 monthly. Time Tracking: €55/year for 5 users. Try it free for 14 days, no credit card. Cancel whenever you like.
Can AI create the full shift rota?
No. You can describe a coverage change or an availability question. TalentoHQ can check the schedule and prepare a swap for review. AI does not build the full rota: it works with the shifts and access already in place.
Related characteristics
Discover how other TalentoHQ features work together to offer you complete people management.
Time tracking
Record working time from mobile devices and prepare reports after reviewing entries and exceptions.
Vacation & absence management
Manage vacation requests, absences, and leave balances with automated approval workflows.
Whistleblowing channel
Comply with whistleblower protection laws with a secure, anonymous channel and complete case traceability.