SmarteamingFAQ
Frequently Asked Questions
Pricing, setup, GDPR, payroll exports, and how shift confirmation actually works on a busy week — answered straight, without a sales call. If something's missing, the team who builds the product is one click away.
Getting Started
- How quickly can I get started?
- Basic scheduling: 30 minutes. Import employees (CSV or manual entry), set availability, create first schedule. Full setup with all features: 1–2 weeks depending on complexity. Our quick-start guide walks you through each step. Support team available if you get stuck.
- What's included in the 90-day free trial?
- Everything in your chosen plan. No credit card required. Add unlimited employees. Test mobile time tracking. Generate reports. Use all integrations. See the full system before committing.
- Do I need to install software?
- No. It's cloud-based. Works in any web browser. Employees download the free mobile app (iOS/Android) for schedule access and time tracking on phones.
- Can I import existing employee data?
- Yes. Upload CSV file with employee info, or add manually. If you're switching from another system, contact us for migration help. We'll guide you through it.
- How long does implementation take?
- Most businesses are fully operational within 1–2 weeks. Day 1: Create account, import employees. Week 1: Train team, adjust processes. Week 2: Integrate with payroll. Enterprise customers with complex needs get dedicated onboarding support.
Features & Functionality
- How does the scheduling work?
- You define what work needs to be done. System shows who's available and has the right skills. You assign shifts. System flags conflicts (double-booked, on leave, unavailable). You fix conflicts and publish. Employees get notified, must confirm shifts by deadline.
- Can employees swap shifts on their own?
- Employees can request a shift swap. The request goes to the manager, who approves or declines. There's no fully automatic swap without manager sign-off.
- What compliance features are included?
- We track breaks and night shifts. Log every schedule change with timestamp and user ID. Calculate overtime automatically. GDPR compliant with EU hosting. What we don't do: We don't automatically prevent you from violating labor laws or give real-time violation alerts. You're responsible for following local regulations. We give you the tools to track and document everything.
- Can I schedule recurring shifts?
- Recurring availability patterns: yes. Schedule templates (copy weekly or bi-weekly patterns): not yet. You can copy last week's schedule and adjust manually.
- How does leave management work?
- Employees request time off through app. Managers approve or deny with one click. System tracks balances (vacation, sick, personal days). Holiday calendars with regional customization. Conflict detection prevents scheduling someone who's on approved leave.
Pricing & Billing
- How does per-employee pricing work?
- You pay only for employees scheduled that month. Someone on extended leave? Not scheduled? No charge. Good for seasonal businesses, part-time staff, variable headcount.
- Are there hidden fees?
- No. No setup costs. No cancellation fees. No data export charges. Training and support included in subscription.
- When does billing start?
- After 90-day trial ends. You'll get email reminders before trial expires. Cancel anytime during trial. No charges.
- Can I change plans?
- Yes, anytime. Upgrades take effect immediately (prorated billing). Downgrades take effect next billing cycle. All data preserved during plan changes.
- Do you offer annual discounts?
- Enterprise customers can pay annually for 10% discount. Also special pricing for non-profits, schools, and large teams with advanced needs.
- What payment methods do you accept?
- Major credit cards (Visa, MasterCard, Amex). Bank transfers (SEPA for EU). Purchase orders for Enterprise. Payments processed through Stripe with bank-level encryption.
Integrations & Data
- Which payroll systems integrate?
- Work history per user and month for payroll reporting. Per-site route pricing and PDF invoice export. REST API available on some plans. Need a specific format? Contact us.
- Can I export my data?
- Yes, anytime. Work history and reports for payroll. PDF invoice export. Your data belongs to you. No charges for exports.
- Do you have an API?
- REST API access is available on Pro and Enterprise plans for custom integrations with your existing tools. Common uses: HR system sync, custom reporting, ERP integration.
- How does data migration work?
- We help migrate from other scheduling software, Excel, or HR systems. No extra charge. Usually takes 1–3 days depending on data complexity.
- Is my data secure?
- Your data is encrypted in transit and at rest. Hosted in the EU with GDPR compliance. Role-based access controls ensure team members only see what they need.
Mobile App
- Is the mobile app free?
- Yes. Free for all employees. iOS and Android. No per-user charges. Included in your subscription.
- What can employees do in the app?
- View schedules. Clock in/out. Request time off. Update availability. Receive notifications. Confirm or decline assigned shifts before your manager's deadline. Digital confirmation creates a timestamped record.
- How does time tracking prevent time theft?
- All clock events logged with timestamp for manager review. We don't prevent time theft. We give you records to verify attendance.
- Does the app work without internet?
- The mobile app detects connection drops and shows a friendly loading screen. It resumes automatically when connectivity returns. Good for locations with poor connectivity.
- How do push notifications work?
- Employees get alerts for schedule changes, shift reminders, break alerts, approval requests. They control notification preferences in app settings. Managers get alerts for attendance issues, overtime risks, system updates.
Compliance & Legal
- How does GDPR compliance work?
- EU data hosting. Clear consent mechanisms. Data portability. Right to deletion. Privacy controls. Complete audit trails. Data processing agreements. Regular compliance audits.
- What labor laws does the system monitor?
- We track breaks and night shifts. Maintain audit trails. We don't: automatically enforce EU directive limits or give real-time violation alerts in-app. You're responsible for following local labor laws. We track the data you need to stay compliant.
- Can I customize compliance rules?
- Enterprise: configure break, overtime, and skill rules. Rules can vary by location, department, or employee type. Full labor-law automation not in app; you remain responsible for compliance.
- How are overtime calculations handled?
- Overtime shows in payroll reports and timesheets. We calculate hours beyond scheduled time. You define what counts as overtime based on your local laws.
- What audit trail information is maintained?
- Complete logs of schedule changes, time edits, approvals, system access. Includes user ID, timestamp, change details. Immutable audit trails for legal compliance. Retention settings align with local requirements.
Support & Training
- What support is included?
- Essential: Email support, 24-hour response. Pro: Priority email support. Enterprise: Phone support and dedicated account manager. All plans: knowledge base and video tutorials.
- Do you provide training?
- Yes. Online video sessions for managers and employees. Industry-specific training materials. Enterprise: on-site training and dedicated onboarding specialists.
- How quickly do you respond?
- Essential: 24-hour email response. Pro: 4-hour response for priority issues. Enterprise: 1-hour response with dedicated support team. Critical issues (system down): immediate attention across all plans.
- Is training in multiple languages?
- The full app and all communications are available in English, French, and Dutch. Training and support are provided in all three languages. Additional languages for Enterprise customers.
- What happens during implementation?
- Guided setup process. Data migration assistance. Team training. All included, no extra charge. Enterprise customers: dedicated implementation manager and project timeline.
Industry-Specific
- Is this suitable for restaurants?
- Yes. Designed with restaurants in mind. Kitchen and front-of-house coordination. Multiple daily shifts. Rush period staffing. Food service compliance features. POS integration not in this app codebase; contact for options.
- How does it work for healthcare?
- 24/7 coverage management. Shift handover. Skills-based scheduling for certifications. Good for healthcare and multi-site medical operations.
- Can it handle retail seasonal variations?
- Yes. Designed for variable staffing. Seasonal staff management. Peak hours. Multi-store coordination. POS integration for sales-based scheduling is on our roadmap.
- What about manufacturing?
- Continuous production scheduling. Skills-based assignments. 24/7 shift coverage. Multi-site scheduling and reporting.
- Does it work for multi-location businesses?
- Yes. Built for multi-location from the start. Centralized management. Location-specific rules. Consolidated reporting. Multi-site scheduling. Essential: 1 location. Pro: up to 3 locations. Enterprise: unlimited locations.
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