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What should you look for in scheduling and HR software?

A scheduling program has to fit how your business works: the rules from your collective labour agreement (cao), the way you pass hours on to payroll, and an app your staff actually open.

  1. Price per employee

    Scheduling and HR software usually charges per employee per month, sometimes with a minimum. Count on-call workers and stand-ins as well, because they are in the schedule too.

    Ask the vendor

    Do I pay per employee in the schedule or per active user, and do on-call workers count?

    Sort by lowest price7 of 14 tools have a public price

  2. Working hours and the cao

    You have to keep track of the hours your staff work. You may sometimes deviate from the standard rules for working hours and breaks through the cao, and a break of 15 minutes after 5.5 hours of work remains mandatory. A good scheduling program warns you when a schedule goes against that.

    Ask the vendor

    Does the program warn about shifts that are too long, rest that is too short or a missed break, and can I set the rules of my cao?

    We do not have a filter for this yet. Ask the vendor.

  3. Integration with payroll

    Hours worked, allowances and leave have to go to the payslip. If that is done by hand, it takes time every month and mistakes creep in.

    Ask the vendor

    Is there an integration with my payroll package, such as Nmbrs, Loket or AFAS, and exactly which data is transferred?

    Sort by most integrations13 of 14 tools list integrations

  4. An app for your staff in Dutch

    Your employees swap shifts and request leave on their phones. If the app is in English, they stick to text messages and notes.

    Ask the vendor

    Is the employee app fully in Dutch, and does it work on iPhone and Android?

    Show tools with an app in Dutch8 of 14 tools meet this

  5. Data processing agreement for employee data

    An HR package holds personal data of your employees, sometimes also leave and sickness absence. The vendor processes that data for you, and the GDPR then requires a data processing agreement.

    Ask the vendor

    Do you offer a data processing agreement, and who at your company can view my employees' files?

    Show tools with data in the EU and a data processing agreement7 of 14 tools meet thisMore about the data processing agreement

  6. Trying it with a real schedule

    You only find out whether a scheduling program works when you plan a week of your own business, with your own departments and shifts.

    Ask the vendor

    Can I invite my own employees during the free trial, and will you help with the setup?

    Show tools with a free trial5 of 14 tools meet this

  7. Made for Dutch employers

    A Dutch vendor knows the cao's and leave as they work here. With a foreign package you more often have to set that up yourself.

    Ask the vendor

    For which cao's do you have rules ready, and how quickly do you process a change in a cao?

    Show tools with a Dutch company11 of 14 tools meet this

Frequently asked questions about choosing scheduling and HR tools

What should you look for in scheduling and HR software?

Look mainly at price per employee, working hours and the cao, integration with payroll, an app for your staff in Dutch, data processing agreement for employee data, trying it with a real schedule and made for Dutch employers. For each point we explain why it matters and which question to ask the vendor.

Which questions should you ask a vendor of scheduling and HR tools?

Do I pay per employee in the schedule or per active user, and do on-call workers count? Does the program warn about shifts that are too long, rest that is too short or a missed break, and can I set the rules of my cao? Is there an integration with my payroll package, such as Nmbrs, Loket or AFAS, and exactly which data is transferred? Is the employee app fully in Dutch, and does it work on iPhone and Android?

How many scheduling and HR tools in the guide can you use or try for free?

Of the 14 scheduling and HR tools in our guide, 1 have a free plan and 5 can be tried for free, according to the vendor's site.

Sources

  1. Ondernemersplein (KVK and government): Working hours (in Dutch)
  2. Autoriteit Persoonsgegevens: Data processing agreement (in Dutch)

Texts and sources checked on . The counts follow from the facts in the guide. Rules can change; the source prevails. This is an explanation, not legal or tax advice.

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