The staff schedule is a legally binding document for employers. The company must follow several recommendations set out in the Labor Code and collective agreements during all stages of schedule creation. This includes respecting the legal working hours, dating and signing the document, and ensuring clear and readable content. In addition, internal constraints such as production targets, financial goals, and employee satisfaction must also be considered. Using scheduling software helps companies create compliant schedules while simplifying the process.
A work schedule is a paper or digital document listing employee working hours and leave. Employers use it to allocate tasks and manage work organization. For employees, it acts as a roadmap, allowing them to view their schedule for a given period (week, month, year) and plan their personal time accordingly.
The first step is to define production goals and workforce requirements. Seasonal peaks or project deadlines should also be considered. Some industries, like restaurants, experience higher activity during holidays, summer, or weekends.
Once needs are clear, the employer must choose a scheduling model suited to the industry and business needs. Fixed schedules are common, but some sectors prefer rotating or flexible shifts. In rotating schedules, shifts change weekly to distribute workload evenly, often used in 24/7 industries such as hotels, pharmacies, or security services.
A well-managed schedule supports employee productivity. Employers should ensure good working conditions by applying practices such as:
Employers can choose between paper or digital schedules. Digital tools offer ready-to-use templates, customizable to company needs. They reduce errors and save time while offering clearer, easily adjustable formats.
The schedule must comply with collective agreements and the Labor Code. It must include:
The document is submitted to the labor inspectorate, which checks compliance with legal working hours:
Employers are free to choose the format. Digital schedules allow employees to access their shifts anytime, unlike paper schedules that may get lost or damaged. Online HR tools also enable quick adjustments and allow employees to apply for available shifts directly.
While the law does not impose a specific notice period for providing schedules, collective agreements often do. Without a set agreement, employers must provide at least 7 days' notice before the schedule takes effect. Early communication prevents:
If a company uses collective schedules (same hours for all employees or groups), the employer must display them in a visible, accessible location within the workplace. For offsite teams, schedules must be posted at the affiliated location. Each schedule must be dated, signed by the employer, and sent to the labor inspectorate.
Failure to display schedules can result in a fine of up to €750. Not submitting schedules to the labor inspectorate is considered an offense, punishable by a €37,500 fine and possible imprisonment.
If every employee has a unique schedule, display obligations do not apply. Employers are not required to provide paper copies either, but employees must still have access to their schedule within the company.
Using HR software is recommended for efficient communication. Employees can access their schedule online 24/7, and automatic notifications inform them of any changes. Real-time updates help staff adjust their personal plans in advance.
Creating compliant schedules can be complex, as companies must balance:
HR software considers all these factors and automatically generates customized schedules. The system ensures compliance with working time regulations and employer-defined hours. When changes occur, schedules can be updated quickly without errors. Employees have full visibility, and communication is streamlined.
