Frequently Asked Questions
Can Staffcloud help us comply with national work regulations?
Yes. Legal requirements in the areas of work time and work types continually challenge companies. Automatic warnings ensure compliance with the respective laws. Therefore, short-term employees (no more than 70 days per year) or staff under marginal employment (no more than 450 Euros per month) among others, can easily be assigned for as long as is legally allowed.
Can Staffcloud be accessed from anywhere?
Yes – from anywhere with an internet connection. With the free app (iOS and Android), your employees can get an overview of the available assignments and apply for them at all times.
How are wages transferred?
Staffcloud collects all relevant data to ensure payroll accounting is compliant with the law. This includes work times, hourly wages and everything pertaining to them, such as night work rates, mileage allowance, expenses, extraordinary payments and public holiday rates.
The collected data can then be transferred to a payroll software via an interface or by exporting a file (XLS, CSV, JYSON file format) - a process that only takes a few minutes.
Can wages be adapted for individual assignments?
Yes. Every employee is given a wage profile. This can be exchanged for a different wage profile at any time for any specific assignment.
What advantages does Staffcloud offer for recruiting new employees?
A two-step application process helps you take control of the data flow. The online application form can be tailored to your needs and embedded in your website. Additionally, the applicant management for interviews or castings streamlines your employment process.
Do we have to make an advance payment for Starter, Pro or Enterprise fees for a whole year?
No, you can choose between monthly, semestral or yearly payments. However by default, contracts for Staffcloud Starter, Pro and Enterprise packages are made on a yearly basis. In our experience, clients who are able to sign up for Staffcloud for a whole year are more likely to have greater success in the long run. Since your long-term success is our objective, we aim to promote an approach that helps us reach this goal together.
Are there penalties for exceeding the limit for the employee pool or assignment hours?
No, but the Staffcloud licence fees are proportionally aligned with the usage of the software as well as the growth of your company. Staffcloud will keep you up to date on your usage. Should you have exhausted your limit, it is possible to extend it by upgrading.
How much support is offered for Staffcloud?
For Staffcloud clients, email support is included in the subscription costs. The Staffcloud customer service team will be happy to help you with any questions.
Additionally, Staffcloud offers further individual support. Please contact us for more information.
An employee is scheduled to take part in an assignment next Wednesday. However, they have signed up for another project that is also taking place on Wednesday, because they want to work there too. What do I do now?
Staffcloud will warn you that the employee is already assigned elsewhere. You can then decide which project you would like the employee to be working on. The system also lets you assign them to more than one project, but it will show you a warning.
An employee is going on holiday for 3 weeks and also is at university every Wednesday. How can the system help me avoid unnecessarily sending them job invitaions for those times?
By default, Staffcloud provides you with the so-called availability calendar. If an employee is unavailable for a certain period of time, they can register their absence in the availability calendar and are then not notified of available jobs during that period. You can also add the employee's absence yourself.
Is Staffcloud adaptable to our needs?
Of course! You decide which data fields you need from your employees and we help you to configure the fields correctly. We also help you with interfaces and wages (export).
The times for an assignment changed. How are our employees kept up to date?
As soon as you change the assignment times within the staff planning module, all employees subject to the change are informed automatically via email and push notification.
Are we required to take part in chargeable onboarding services (setup and training)?
Yes, all new clients who subscibe to Staffcloud need to take part in some chargeable services to ensure that they master shift planning from the start. We know from experience that the first weeks and months are essential for a successful implementation of Staffcloud. We will support you strongly during this implementation phase.
Staffcloud is more than the simple application of a range of features that facilitate your recruiting, shift planning and payroll. It is about highly optimising and automating the planning processes in your company. This is greatly helped by the Staffcloud training programmes as well as through the personal support of our consultants.
Our employees would like to register their availability. How does this work?
Staffcloud works according to a different principle. The system assumes the availability of the employee by default. When you notify the employee of a job and they are available, they will apply for the job. You can then assign them. With this method, laborious excel sheets which need to be kept up to date with ever-changing availability data become unnecessary. Staffcloud functions as a sort of internal market place for jobs. This fast-tracks your staff planning, since you can close all applications for a job as soon as enough personnel are assigned to it.
If someone is too late to apply for a job, they will try to apply in a more timely manner next time.
How long are the contract and notice periods?
The minimum contract period is one year. All contracts automatically expire at the end of the contract period, so they do not need to be manually terminated. If you would like a contract for a period of more than one year, please contact us and we will be happy to help you.
Which timekeeping options does Staffcloud provide?
With Staffcloud, you can choose one of four options to track your employees’ work data.
- Check-ins: your employees use their smartphone to scan a QR-Code whenever they start working, take a break or finish at an event.
- Live Stamp: your employees submit a time stamp via their smartphone (for example: start, break, end time). The time stamp includes geographic and time data.
- Transmission of work data (so-called proposals) from the employee app or from the desktop version.
- Manual recording: you transfer manually collected data to Staffcloud.
How are employees informed about new assignments?
As soon as a new job/assignment becomes available, the employees are informed via the app and automated emails and can apply for them immediately. You can then choose which employees you would like to assign to the job.
Which timekeeping module is best for our industry?
- Transmission of work data proposals: promotion agencies, NGOs, healthcare providers, retail, facility management, security companies
- Live-Stamps: promotion, retail
- QR-Code: stadiums, event locations, hotels, caterers, healthcare, retail, trade fairs
Can the administrator change the time proposals submitted by an employee?
Yes! Regardless of which type of time tracking you choose, as an administrator you always have the power to manually change or accept time proposals. Once you approve work data, they can no longer be edited. The final data are then used in your payroll accounting.
Can employees retroactively change time proposals they sent?
No. Once employees have recorded their time proposals, they can submit them to the administrator. After they hit the submit button, they can no longer change any information.
Depending on the event or client’s requirements, different timekeeping modules work best. Can we choose more than one module for our Staffcloud solution?
Yes, you can choose any modules you need for your daily business.
Can we remind employees to transfer their work data?
Yes, you can do this via automatic messages, which you can customise.
Does the timetracking module allow employees to check in too early or too late?
You can configure during which period employees can check in or check out. If you forego this setting, you still have the ability to change work data before transferring it to payroll accounting.
We already use electronic timekeeping. Can we connect it to Staffcloud?
Yes, you can. Staffcloud uses a generic interface which allows you to import work data. Should you require further information, our development team will be happy to assist you.
Who can benefit from Staffcloud?
Companies and enterprises who employ staff on the basis of hourly wages and who have access to an employee pool. This could be companies who work in personnel services and catering, hotels, promotion agencies, stadiums, health care service providers, cleaning and maintenance firms, building and security companies, airports, ferries or call centres.
What's the difference between a conventional staff planner and Staffcloud?
Traditionally, shift planners are used for permanent employees. The head of the division (planner) assigns employees to different shifts and then informs the employees of their assignment. In this setting, the planner can be sure that their employees will be available.
Clients who use Staffcloud deal with a completely different situation. Their planners usually have no information regarding whether an employee is available or not and whether or not they are even qualified for the assignment. This utterly different situation requires a different form of planning. In Staffcloud, employees are picked from a pool and asked to apply for jobs. Whoever is available and wants to apply for a job can do so and can then be assigned by the planner.
What makes staff scheduling software Staffcloud stand out?
The staff scheduling software Staffcloud offers versatility and a wide range of staff planning options, particularly suited to scheduling flexible staff. The software has powerful scheduling and employee management features. It can seamlessly be integrated into existing software systems and comes with comprehensive reporting functionalities to optimise personnel processes.
Is Staffcloud free?
Our free version lets you schedule up to 300 assignments.
What is employee scheduling?
Employee scheduling is defined as the process with which a company schedules work times and assignments for its employees to ensure that staff members end up where they need to be - at the right time. This process includes setting working hours, shifts and annual leave days, as well as defining further aspects which might impact the workday. Employee scheduling aims to maximise efficiency, optimise labour costs and to ensure that staff members fulfil necessary requirements. Forward-thinking software solutions such as Staffcloud support businesses in improving the effectiveness and precision of the scheduling process.
What data is required for employee scheduling?
Employee scheduling includes the assignment of work times, shifts and tasks, and takes annual leave or other staff absences into account. It also needs to comply with legal requirements, budgets and resource planning. Progressive employee scheduling software tools such as Staffcloud support businesses in optimising processes and ensuring that this information is managed efficiently.
What does perfect employee scheduling look like?
To achieve the perfect employee schedule, begin by defining working requirements and work times. Then, employee qualifications and availabilities need to be taken into account, so that staff members can be assigned to their tasks and projects without issue. Compliance with legal frameworks and budgetary restraints needs to be ensured. An employee scheduling software can help you automate and optimise this process, while simultaneously saving costs.
How does staffing agency software work?
Staffing agency software is used to optimise processes in businesses who specialise in the provision of personnel. It helps manage recruitment data and simplifies the assignment of qualified workers to open positions. The software also helps keep track of clients and offers efficient staff scheduling when providing them with personnel. It ensures compliance with legal frameworks and comes with reporting functionalities which help analyse and optimise operational processes.
What makes flexible staff planning different?
Flexible staff planning allows for ad-hoc changes to shifts and tasks when new circumstances arise. It can be helpful to have fallback plans and on-call staff members to minimise the impact of last-minute absences. Documenting changes and learning from past experiences can also support long-term improvements when dealing with unforeseen events.
How can work schedules be optimised to ensure fair workload distribution?
To optimise work schedules and ensure an even workload distribution, you should analyse labour requirements, put a fair shift rotation process in place and plan for rest periods. Flexible work times and the use of technology, i.e. staff planning software such as Staffcloud, can help distribute work efficiently and evenly. Frequently asking staff members for feedback and regularly checking schedules is key to making sure that workload distribution is fair, and to improving employee satisfaction.
How can I effectively communicate with staff members about their work schedule?
Effectively communicating with staff members about their work schedule requires clear and timely messages, ideally sent digitally via a mobile app, such as Staffcloud's work schedule app. Setting custom notifications and allowing for feedback options adds clarity and improves satisfaction. Training sessions and regular updates support the seamless use of communication channels and foster an open communication culture.
How do I deal with unforeseen events which impact the work schedule?
When dealing with unforeseen events which impact work schedules, fast communication with team members is key to announce last minute changes as soon as possible. While flexible staff planning tools are designed to allow for ad-hoc changes to shifts and tasks when new circumstances arise, it can be helpful to have fallback plans and on-call staff members to minimise the impact of last-minute absences.