Automating time tracking and team rotas
The rota is set in one spreadsheet, shift changes are requested by email or in a chat, and the hours for payroll are gathered at the end of the month from several different sources at once. Each of these parts is simple on its own; together they take up more time than it seems at first glance.
How much this process costs you a year
The sliders start from values typical for this process. Swap them for your own — the result recalculates instantly, no account and no email required.
This process costs you
Realistically you will recover from PLN 0 to PLN 0 a year
Here is the math: salary times the employer cost multiplier 1.2 divided by 173 hours a month gives the hourly rate. That rate times the hours in a year gives the cost of the process. From the recovery we take a band of 40% to 70%, because part of the time recovered on paper comes back as supervising the automation and handling exceptions. This is a deliberately conservative range, not a promise.
Where the hours go
Keeping the rota and time records in a spreadsheet means entering changes by hand, making sure nobody is on two shifts at once, and gathering hours at the end of the month from what actually happened rather than from what was planned. With a team of a dozen or so people, that is several hours a month spent just tidying up data.
A mistake in this process has a direct cost: hours calculated wrongly mean wrong pay, and that leads to conversations to sort it out that take longer than getting it right the first time.
What automation does
The rota, shift change requests and recorded working time all go into one place, from which the monthly summary is calculated automatically. A change to the rota is visible to the whole team straight away, without telling each person concerned separately.
Overtime and shortfalls are visible as they happen, not only when the month is closed, so you can act before a problem grows. The payroll summary is produced from the same data, without retyping it separately.
What it costs and when it pays back
Implementation usually falls between 2,000 and 6,000 PLN. The price depends on the size of the team and whether the summary should go straight into the HR and payroll system or just into a ready-made file.
Payback comes in the third to sixth month. Use the calculator to work out how many people and how many hours a week currently go into keeping the rota and settling working time.
Contractors working with these tools
This process is most often built on the tools below. Each link opens a catalog narrowed to contractors who've declared it — rates, availability, and ratings from settled contracts.
Frequently asked questions
Usually 2,000 to 6,000 PLN as a one-off, within the platform's automation range of 2,000 to 20,000 PLN. The price rises with the size of the team and with integration into the HR and payroll system.
No, it complements it. Time tracking and the rota gather the data in one place, while calculating pay and taxes stays with the HR and payroll system, which receives the data ready to use.
It depends on the tool chosen, but usually a browser or an app the team already uses every day is enough. An extra installation is sometimes needed only when recording time to the minute in shift work.
As it happens, usually on the same day it occurs, not only when the month is closed. That is precisely the difference from a spreadsheet, where overtime only shows up when totals are added up at the end of the period.