Presio / Clinics & Care Homes

Industry · Clinics & care homes

Shift planning
for Clinics & Care Homes

Three shifts, qualifications, absence management: Presio schedules by skill and availability, checks rest periods and keeps the documentation audit-proof.

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Sound familiar?

Everyday life without a system

The Excel monster

Three shifts, skills, absences - only one person still understands the spreadsheet.

Rest periods by gut feeling

Straight from a night shift to an early one? You only notice once it's happened.

Call-out phone chains

A sick note at 5 a.m. - and then twelve phone calls.

Presio turns every one of these points into a single step. Here's what that looks like:

Shift type setting "Automatically keep the following day free

Rest day after night shift

After the night, the next day stays free - automatically, if you set it up that way

✓Setting per shift type For night shifts, on-call duty or 24-hour shifts, you decide: keep the following day free – yes or no. Each shift has its own rule.
✓Planning and action in one The AI planning does not schedule anyone from this shift on the following day, and a manual assignment there is rejected - not just flagged with a warning.
✓Rest period remains the second safeguard: Independently of this, Presio checks the rest period in hours between two shifts; you set the threshold in the compliance configuration.

annual vacation planning

A whole year of vacation - settled in one morning

✓Collect wishes instead of notes: While the wish window is open, everyone submits their periods for next year - with a priority and a reason, straight from the app.
✓Bottlenecks visible at once: The year overview shows for every day how many are missing and how many are in - optionally per qualification or workplace. Where it gets too tight, it turns red.
✓Release it, done: You drag periods with the mouse and release with a click - they become real approved vacation in the calendar. Late entries stay possible.

Annual overview of vacation planning: all employees across the whole year, requests as bars and a counter per day

Shift offer after a sick call: offer to suitable employees and to a staffing agency, responses compared

Shift offers & agency staff

Sick call at six - cover by half past

✓One click out of the gap: The red cell in the plan offers the shift to exactly the right people - filtered by qualification, pushed to their phone.
✓First to accept is scheduled: Or you collect who is interested and decide yourself. The shift then lands in the plan on its own.
✓Agency staff asked at the same time: Staffing agencies get the same offer through their own interface and report back their people - who count towards the required staffing, with no chain of phone calls.

External approval of hours

An assignment at another hospital - confirmed before anyone goes home

✓A QR code instead of proof by fax: You compile the hours of an assignment and show the code. The person running the roster at the requesting hospital scans it on their phone - without an account in our system.
✓Traceable and on the record: Person, day, hours, and if you want the billing rate. Approval or rejection with name, time and note - properly documented for the billing.
✓The statement at month end: The same hours become the monthly statement with a total that goes straight to the requesting hospital.

External approval of hours: QR code that the requesting facility scans, including hours breakdown per person

List of all employees with remaining vacation and the status of the notices delivered

Expiring leave

The notice without which nothing expires

✓No notice, no expiry: Since the European and Federal Labour Court rulings, remaining leave only expires if the employer gave a timely, individual and provable notice. Otherwise it adds up over the years - and is paid out on departure.
✓One click instead of a mail merge: Presio knows every balance, shows everyone with days left and delivers the notice: in the app and by email, with the exact number and the exact expiry date.
✓Evidence that stays: Wording, recipient, channel and time are recorded immutably. Evidence you can change afterwards is not evidence in court.

Integration management

Six weeks off sick - what now?

✓The threshold is detected: More than six weeks unfit for work within twelve months, in one stretch or added up from several periods: Presio counts without double-counting days and creates the case (§ 167 SGB IX).
✓The case is tracked: Offered, accepted, completed or declined - each with a timestamp. Without a documented offer, a later dismissal on health grounds usually fails.
✓Strictly separated: Health data is none of a manager's business: the area is visible only to administration and the person concerned, enforced right down to the database.

Overview of BEM cases (occupational reintegration management) with days of incapacity and processing status

Roster submitted to the works council before publishing

Co-determination

The works council first, then the notice board

✓Publishing means submitting: The scheduling of working hours requires works council approval under § 87 BetrVG. With the switch on, the plan goes to the works council first.
✓Approve and publish in one step: The council decides in Presio; approval publishes the plan straight away. A rejection requires a reason, and the planners find out immediately.
✓Traceable years later: Who approved and when is fixed and can no longer be changed - the basis on which the plan was made stays provable.

Self-scheduling

The team plans along - wishes and availability from the app

✓Wishes instead of slips of paper: Everyone enters their preferred shifts and availability themselves - on the phone, whenever it suits. No collecting, no retyping, no forgotten request.
✓Visible while planning: The wishes sit right in the plan: green where they are met, red where the plan deviates. Whoever plans sees at once where it pinches.
✓Fair and traceable: Who wished for what and when is recorded - still traceable weeks later if questions come up.

Wish view in the roster: employees' wishes and availability next to the planned shift

AI assistant in the roster suggests a complete weekly roster as a draft

Roster at the push of a button

The week's roster as a draft - from staffing, qualifications and wishes

✓One click, one draft: The AI builds the weekly roster from staffing requirements, qualifications, working-time rules and the team's wishes - and presents it as a draft, not a decision.
✓The planner decides: Every suggestion can be moved, replaced or discarded. Nothing is published until the planner is satisfied.
✓Rules are respected: Rest periods, maximum working time, qualification per workplace: whatever breaks a rule never makes it into the suggestion.

Shift swap

Swap shifts - checked, not on a shout

✓Request in the app: Anyone wanting to give a shift away asks the colleague directly - the answer arrives on the phone, not in the WhatsApp group.
✓Checked automatically: Presio checks every swap against rest periods, maximum working time and the qualification required for the workplace. What doesn't fit is never offered.
✓With or without approval: Configurable per company: the swap takes effect as soon as both agree - or only once the manager has approved it.

Shift swap in the app: pick your own shift, ask a colleague or everyone suitable - the system checks the rules

Transparency for employees

Everyone sees what goes into their pay - the timesheet with surcharges

✓Everything on one sheet: Every booking with time, location and break, plus total, target and balance - month by month, as PDF or Excel, with the company's logo.
✓Surcharges visible: Sunday, holiday, late and night appear on the timesheet with hours and rate - the same calculation the payroll export delivers to the accountant.
✓Trust instead of questions: Whoever can check their own hours and surcharges does not need to recalculate or ask. Our goal: transparency that creates satisfaction.

Why Presio is a good fit here

Made for your everyday work

✓Staffing targets in seconds: Whether your own targets or legal ones like PPUGV or PPP-RL (Germany) - set as a goal per shift, the staffing row instantly shows where it falls short.
✓Qualifications in the schedule: Wound care specialist, shift lead, clinical mentor: shifts require skills - the schedule flags it when they're missing.
✓Rest periods & maximum limits: Working time compliance under ArbZG: violations are flagged before the schedule is published.
✓Rest day after night shift: Configurable per shift type: after the night shift, the following day automatically stays free - in AI planning as well as in manual assignment.
✓Shift swap with approval: The team swaps shifts themselves - the shift is only taken over after approval.
✓Annual vacation planning: Collect requests, keep staffing per qualification and ward in view, approve with one click.
✓Shift marketplace: Absence in the morning? Offer the shift, push to everyone suitable with the right qualification, temp staffing added via interface.
✓Multiple schedules: Plan units, outpatient clinic or facilities separately, pool staff on multiple schedules - one time tracking, one vacation account.
✓Connection to punch terminals: On request, we can build an interface to your existing punch terminals - punches are then imported into Presio automatically.

All features at a glance

Presio dashboard with time clock, time account and quick access

Expert articles

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Frequently asked questions

Quick answers

Does Presio support three-shift systems?

Yes - early, late and night shifts with handovers across midnight and clean allocation in the time sheet.

How are short-notice absences resolved?

Report sick in the app, the schedule shows the gap - preferences and availability show who can step in.

Can Presio connect to a hospital information system (HIS)?

On request, we build an interface to your HIS - master data and shifts can then be imported automatically instead of maintaining them twice.

Shift planningfor Clinics & Care Homes