Accurate Time Tracking, Shift Scheduling, and Payroll

Time tracking system for restaurants

Efficient Time Tracking and Shift Scheduling for Your Staff

Easily manage your employees’ working hours, shifts, and payroll with a smart scheduling and time tracking system for your restaurant and café.

With a digital solution, employees can easily record their working hours, and you can automate payroll calculations—saving time and reducing errors in your restaurant or café.

Take control of time tracking and payroll

With the system, you get:

Digital clock-in and clock-out

Employees register their working hours via an app, tablet, or terminal.

Digital time tracking reduces administrative tasks and ensures accurate payroll.

Automatic calculation of working hours

The time tracking system handles breaks, overtime, and variable working hours.

It reduces manual errors, saves administrative time for both you and your employees, and ensures that your staff receives the correct payroll.

Integration with Shift Schedules

Synchronize time tracking with the shift schedule for optimal planning.

It ensures more accurate and seamless time tracking, while also optimizing scheduling and minimizing the risk of errors in working hours and payroll.

A clear overview of your employees

See who is at work and get a clear overview of working hours.

It makes it easier for managers to plan shift schedules, ensuring optimal use of resources.

Easier management of vacation and time-off requests

Employees can submit their own vacation requests. You get a complete overview of all submissions and can approve or decline them with just a few clicks.

FlexyPlan automatically keeps track of used vacation days, remaining leave, and scheduling overlaps—helping you avoid staff shortages.

'Shift Offer' feature for employees

Employees can swap or offer shifts to colleagues.

When a shift is transferred, it is either automatically approved based on predefined rules or by the nearest manager.

It creates flexibility for the team – and saves you, as a manager, from coordination work.

Setup of hourly and holiday pay supplements

You can set up rules for pay supplements related to, for example, Sundays and public holidays, evening shifts, extra hours, and more.

Supplements are automatically calculated based on each individual shift and are included directly in the payroll calculation.

This creates transparency and ensures accurate, on-time payroll.

Create and manage employee skills

You can create competency roles such as ‘Waiter’, ‘Kitchen Manager’, or ‘Supervisor’.

These competencies are assigned to employees and used to ensure that only qualified staff are scheduled for specific shifts.

Assign competencies to specific shifts

The shift scheduling system allows you to tag shifts with specific requirements—for example, ‘must be licensed to serve alcohol’ or ‘requires opening/closing experience’.

This ensures proper staffing and prevents errors when assigning shifts.

Manage multiple departments in one solution

Do you run multiple restaurants, cafés, or locations?

With this feature, you can manage all shift schedules, employees, and permissions from a single centralized system—no need for separate logins or databases.

Automated payroll management

Our time tracking system helps you automate processes, reduce administrative work, and ensure accurate payroll.

With time tracking, you get:

Accurate payroll calculation – Minimize manual errors and save time on payroll administration.
Flexible payroll rules – Supports hourly wages, overtime pay, and irregular working hours.
Easy export to payroll systems – Integrate with popular payroll solutions for smooth payroll processing.
Fair and Accurate Compensation – Ensures employees are paid exactly what they’ve earned.

Why do I need a time tracking system in my restaurant?

A time tracking system is relevant for your business because it can be used to record employee working hours, manage shift schedules, calculate payroll, and keep track of overtime. It helps ensure accurate salary payments and compliance with working time regulations.

Can employees swap shifts through the system?

Yes, you can allow employees to swap shifts within the system. The shifts must then be approved by a manager to be finalized.

Can employees see their own working hours?

Yes, employees can log in to their user profile to view their working hours. They can also see their upcoming shifts, so they are always informed about when they are scheduled to work.

Can the system send notifications to employees and management?

Yes, the system can send reminders about time tracking, vacation requests, and approvals via email or push notifications. This way, you and your employees are always informed whenever changes occur in the system.

Can employees record working hours via a mobile app?

Yes, employees can use a mobile app to clock in, request changes, and view their working hours—no matter where they are. This makes time tracking easy and flexible, while also giving employees quick access to their shift schedules.

Can I easily create and edit shift schedules?

Yes. FlexyPlan allows you to create templates, adjust shifts, assign employees based on competencies, and view coverage levels.

Can the system be used for payroll preparation?

Yes, the time tracking system automatically calculates working hours, supplements, and absences—and prepares everything for export to your payroll system (such as Danløn, Proløn, Dataløn, and others).

What about employees who work at multiple locations?

The shift scheduling system allows you to manage multiple departments centrally. Employees can use a single login and access their schedules across locations—with accurate time tracking and payroll calculation for each department.

Who has access to what?

You can assign permissions based on roles. Managers can edit shift schedules and approve hours, while employees can only view their own data. This enhances data security and prevents unauthorized access.

Can the system handle vacation and sick leave?

Yes. Employees can request vacation or report sick leave through the system. You’ll receive notifications and get a clear overview of absences directly in the shift schedule, making it easy to find replacements quickly.

What about supplements for evenings, weekends, and public holidays?

The shift scheduling system can be configured with rules for various pay supplements—such as Sunday premiums, evening work, and overtime. These are calculated automatically and included in the payroll basis.

Can competencies be assigned to employees?

Yes. You can create roles with specific competencies—for example, ‘Kitchen Manager’ or ‘Bartender’—and ensure they are only scheduled for relevant shifts. This ensures proper staffing and minimizes errors.

Can I copy and reuse shift schedules from week to week?

Yes. You can easily reuse previous shift schedules as templates and adjust them as needed. This saves time—especially if you have recurring staffing patterns, such as every weekend or each month.

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Contact us, if we have left you curious on our products and benefits by collecting your operation to one system.
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