Workforce Management

Workforce management with Jobilino: shift planning, dispatch, time tracking and reporting in one system – via app, NFC or terminal. Try it free now.

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Workforce management is a cycle, not a single module

Plan, dispatch, record the hours, report – and plan better from what the report says. That is workforce management. It breaks in the same place almost every time: each step lives in a different tool. The rota in a spreadsheet, the arrangements in WhatsApp, the hours on paper slips, the experience in the scheduler's head.

In Jobilino it is one record. A planned shift, a recorded hour and the month-end report all refer to the same project and the same employee – no export, no reconciliation, no transcription errors.

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The path of a working hour: from the booking through project and client assignment to the report comparing planned against actual.

Planning: the rota is on the phone, not on the office wall

A plan pinned up in the office helps nobody on site. In Jobilino you publish the weekly plan and every employee sees their shifts on their phone – in their own language, even without a signal.

The grid imposes no shift pattern: employees in the rows, days in the columns. Early, late, night, split duties, part-time on fixed days. A week that works can be copied onto up to twelve following weeks, and slots that are already taken are skipped.

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Shift planning week grid: five employees in rows, Monday to Sunday in columns, showing early, late and night shifts as well as days off.

Dispatch: who drives which vehicle to which client

Between the rota and the start of work sits the question decided every morning at six: which crew goes where, who is at the wheel, which vehicle is free. On the day board you drag available staff onto vehicles and sites.

Anyone on leave or off sick never appears in the pool in the first place. And only someone with the required licence on file can be set as driver – the system checks the qualification, not the scheduler's memory.

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Dispatch day board: the pool of available staff on the left, two vehicles with their crews on the right. Exactly one person per vehicle is marked as driver; one employee is unavailable because of leave.

Recording: where the work actually happens

Working time is created on the building site, in the cleaning contract and at the client – not at a desk. So there are three ways to capture it: the app on a smartphone, an NFC tag at the site and the terminal as a tablet at the gate.

When clocking in, the employee picks the project or site, so the hour belongs to the right cost centre from the start. Without a signal the booking is stored locally and synchronised later; nothing is lost.

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Three steps of NFC time tracking: the tag sits at the site, the employee holds their phone to it, the booking is created with the site – even without a signal.

Rules the system knows before they are broken

Eleven hours of rest between two shifts – in Austria under § 12 AZG, in Germany under § 5 ArbZG. In practice the rule breaks at the same place every time: a late shift until 22:00, an early shift at 06:00 the next morning. That is eight hours.

Jobilino flags it while you plan, not at payroll. The same goes for break thresholds, public holidays and overlaps. None of it blocks anything – you decide what to do with it.

Working time recording obligations →

Rest period diagram: if the late shift ends at 22:00 and the early shift starts at 06:00, only 8 hours lie between them – too short. From 09:00 it is 11 hours and the rest period is satisfied.

Reporting: planned against actual, with no spreadsheet in between

Workforce management gets interesting where planned and actual hours diverge: overtime, the job that ran longer, the project that overruns its costed hours. Because planning and recording are one system, both figures sit side by side.

Every booking carries the time, the place, the person and a log of any later change. That is the difference between a number somebody remembers and a number that can be evidenced – to payroll as much as to the client.

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One team, many languages

In construction, cleaning and security work, rarely does everyone share a language. Software that can only be operated in German produces exactly the queries and mis-bookings it was meant to remove.

The Jobilino app speaks 21 languages and each employee sets their own. Clock in, choose the site, clock out – that works without training and without a translator on the crew.

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Grid of all 21 app languages, each in its own spelling: among them three Cyrillic (Bulgarian, Russian, Ukrainian), Greek and Georgian.

How to introduce workforce management

Ready in 3 steps

Add and invite employees – by e-mail or simply by mobile number
Choose how hours are captured: app on the phone, NFC tag on site or terminal at the entrance
Plan, clock in, report – in one system from day one instead of five

Workforce management without an enterprise project

Large workforce management platforms can do almost everything – and need consulting days, an internal project owner and usually several months to do it. For a business with 15 or 80 people working outside, that is the wrong order of magnitude.

Jobilino covers the operational core: plan, dispatch, record, report. Office effort per employee drops from around 40 minutes a week with paper and spreadsheets to about 5 minutes. Set up in under 30 minutes, billed per active employee, cancellable monthly.

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One system instead of five

Planning, time and reporting

Rota, dispatch, time tracking, leave and reporting work together. No export, no reconciliation, no second version of the truth in a spreadsheet.

For teams without a desk

App, NFC and terminal

Clocking in happens on the employee's own phone, at an NFC tag on site or at a tablet in the depot. Offline too, and without a company handset.

Ready in an afternoon

No IT project

What workforce management changes in practice

It is not the number of features that decides, but whether the data is created where the work happens. Once it is, four jobs disappear from the office week that never belonged there.

No hunting for paper slips

The hours are already in the system when the month ends. Nobody collects slips and nobody types them up.

Less idle time and fewer double bookings

On the day board it is obvious where two people are standing and where nobody is – before the day has started.

Evidence rather than recollection

Time, place, person and every change are logged. In an inspection what counts is the record, not the account.

Figures you can rely on per project and client

Because every hour is assigned at clock-in, you know which job carries itself – and which merely keeps people busy.

Frequently asked questions

What is workforce management?

Workforce management describes the steering of staff deployment across the whole cycle: planning shifts, dispatching crews, recording working hours, managing absences and reporting on the results. What matters is that these steps are connected – a planned shift, the hour clocked and the month-end report refer to the same record rather than to three separate tools.

How does workforce management differ from plain time tracking?

Time tracking answers how long somebody worked. Workforce management also answers who was scheduled where and when, whether the required qualification was in place, whether rest periods were observed and how planned and actual hours compare per project. In Jobilino both levels run in the same system, so planned and actual sit side by side without an export.

Is workforce management software worth it for small businesses too?

Yes. The effort does not come from the size of the business but from scattered deployments. With just 10 to 15 employees on changing sites or contracts, paperwork costs around 40 minutes of office time per employee per week. Jobilino is billed per active employee, with no setup fee and cancellable monthly – there is no licence package that only pays off above a certain size.

Does workforce management work without an internet connection?

Yes. In basements, shell buildings and underground car parks there is often no signal. In that case the app stores bookings locally and synchronises them once a connection is available again. The moment of clocking in is preserved – bookings transmitted later carry the time at which they were actually made.

How long does it take to introduce workforce management software?

Setting up usually takes under 30 minutes: register the business, add employees, choose how hours are captured. Employees can be invited by e-mail or by mobile number alone, which makes the difference in sectors without company e-mail addresses. No training is needed – clock in, choose the site, clock out works without explanation in all 21 app languages.

Is the workforce management solution GDPR-compliant?

Yes. All data is transmitted in encrypted form and stored on servers in the EU. User groups determine who sees what: employees their own hours, team leaders those of their team, administration the whole business. Every change to a time booking is logged, so it remains traceable who corrected what and when.

Try workforce management free now

Register, add your employees, hand out the app – and from tomorrow planning, time tracking and reporting run in one system. No credit card and no minimum contract term.