What the Software Does

Staff scheduling, time tracking, payroll-ready exports, and labour compliance, in one place. See how it works and whether it fits your team.

By area

Scheduling, time clock, compliance, and reporting. Each tab explains how it works and why it matters.

Scheduling

Build and publish schedules in one place

Our Needed Work workflow lets managers plan work requirements before assigning. The system uses employee availability, skills, and preferences. Employees must confirm assignments before a deadline you set. Table-based builder with three view modes: cards, grid, and timeline. Quick assignments and bulk edits for last-minute changes.

Key Benefits:

Automatic conflict detection against work, availability, leaves, and holidays

Skills-based scheduling for better coverage

Needed Work → Work Assignment workflow (unique to Smarteaming)

Work confirmation system with time limits, plus shift swap requests with manager approval

Schedule templates, recurring shifts, and recurring availability patterns

Real-time schedule updates via WebSocket

See restaurant shift confirmation in action. Learn how to reduce employees not showing up.

What You Need to Know

Cloud-based: access from browser and mobile, no on-premise install
Offline behavior may vary by device; mobile app may support sync when back online
Multiple locations: manage sites from one account; location-specific rules available
EU hosted: data stored in the EU; we follow GDPR
Languages: interface in English, French, Dutch; more on request

Mobile App (What Employees Do)

View current schedule and get notified when it changes
Update availability and request time off
Clock in and out; break timer when required
See leave balance and approval status

Download on theApp Store

Get it onGoogle Play

Advanced Capabilities for Growing Organizations

Advanced Rate & Billing System

Multi-level rate system with team defaults, site-specific overrides, and user-specific rates. Automatic invoice calculation with route fees per site, supplements, and overtime tracking. Sophisticated billing designed for complex operations.

Team/Site/User level rate hierarchy
Time-based rate effectiveness (effectiveFrom/effectiveTo)
Route fees per site (unique feature)
Automatic invoice calculation with supplements
Monthly threshold checks (160h/month)
Bulk rate management for efficiency

Multi-Location Management

Manage unlimited locations from one dashboard with location-specific rules, consolidated reporting, and easy staff transfers.

Centralized control of all locations
Location-specific compliance rules
Cross-location staff transfers
Consolidated and individual reporting

Employee Self-Service Portal

Employees manage availability, request time off, and confirm shifts with a digital signature. Push notifications and email reminders go out automatically. You see who confirmed, who didn't, and who's late — before service starts.

Shift confirmation with digital signature and timestamp
Push notifications + email reminders for unconfirmed shifts
Track who confirmed, who didn't, who's late
Leave requests with approval or rejection
Export confirmation data for payroll
Join team by code, no password for staff

Flexible Integrations & Custom Development

Work history and payroll reports. Per-site route pricing and PDF invoice export. REST API available. Need a specific format? Contact us.

Work history per user and month for payroll
PDF invoice export
REST API for custom integrations
Real-time schedule updates via WebSocket
Custom feature development (contact us)

Industry-Specific Features

Restaurant & Hospitality

Kitchen and front-of-house coordination
Multiple daily shift management
Rush period coverage

Retail & Commerce

Peak hours coverage
Seasonal staff management
Multi-store coordination

Healthcare & Medical

Round-the-clock coverage
Shift handover management
Skills-based scheduling

Manufacturing & Production

Continuous production scheduling
Skills-based assignments
Multi-site scheduling

Enterprise Security & Compliance

Bank-level security with complete GDPR compliance

Data Encryption

256-bit SSL encryption for all data transmission

EU Data Hosting

All data hosted on secure EU servers with GDPR compliance

Role-Based Access

Granular permissions control who can access what information

Audit Trails

Comprehensive logging of all system activities for compliance

Regular Backups

Automated daily backups with point-in-time recovery

Compliance Monitoring

Schedule conflict checks and compliance logging built into the app

All Features at a Glance

Advanced Rate & Billing System

Unique multi-level rate system with team defaults, site-specific overrides, and user-specific rates. Automatic invoice calculation with route fees and supplements.

Multi-Location Management

Manage unlimited locations from one dashboard with location-specific rules and consolidated reporting.

Employee Self-Service Portal

Employees update availability, request time off, and confirm shifts. Managers approve leave and can correct recorded times.

Flexible Integrations & Custom Development

Work history and PDF invoice export. REST API available. Custom builds on request.

Schedule Management

View schedules, request time off, confirm shifts. Real-time updates.

Time Clock

Clock in/out with automatic break tracking; works when connection returns

Notifications & Alerts

Schedule change notifications. Leave and confirmation reminders.

Time-Off Management

Request time off and track approval status