wouter, Author at Dyflexis (EN)

Rotating schedule software: essential for continuity

Posted on 24/12/2025 by wouter

A well-organised rotating schedule is essential for organisations with rotating shifts, such as manufacturing companies and logistics centres. It ensures that machinery is optimally utilised, production processes run without interruption, and employees don’t become overworked. This not only increases productivity, but also has a positive effect on employee satisfaction and workplace safety. With the right software, you can easily manage schedules, implement changes quickly, and always give employees insight into their working hours. This keeps the organisation running smoothly and efficiently.

Shifts ready? Roll them out!

In our rotating schedule software, you can easily set up your organisation’s shift cycle. This forms the basis of the schedule: teams are assigned to the appropriate shifts, and employees are then linked to these teams. Thanks to this flexible system, you can set up a cyclical schedule simply and clearly, so you always know which employee is working when.

Implement changes easily

It regularly happens that changes are needed during the cycle. An employee needs to swap shifts, a team allocation needs to be adjusted, or there’s a need for additional support. In the rotating schedule module, you can implement these kinds of changes easily. Swap employees between shifts, adjust schedules, and ensure everything is up to date in just a few clicks. This keeps your planning dynamic and suited to the current situation on the workplace.

In a manufacturing environment, everything revolves around continuity. Downtime costs money. Yet many managers face the same frustration daily: an employee is scheduled but is nowhere to be found. Or worse still: in the event of an emergency, no one knows who’s on the premises. Sound familiar? Then the new attendance report is exactly what you need.

How technology helps optimise schedules

Posted on 24/12/2025 by wouter

In Production & Logistics, everything revolves around precision. Raw materials, machinery, vehicles: they are planned and coordinated down to the finest detail. But when it comes to the most important asset, people, things often run less smoothly. That’s precisely where the costs arise. These aren’t directly visible on the balance sheet, but are certainly felt in daily operations.

Absence and Shortage

The logistics sector is under considerable pressure. Research by Dujob reveals that one in three companies cites staff shortages as their greatest challenge. At the same time, sickness absence is worryingly high according to Statistics Netherlands (CBS): the average absence rate in the logistics and transport sector stood at 6.3% in 2024, whilst the average sickness absence in the Netherlands was 4.9% (Dujob, 2024).

What’s particularly striking: no less than 38% of absence in the sector is work-related. This is almost twice the national average of 19%. The combination of irregular shifts, volatile staffing demand, and an ageing workforce makes it increasingly difficult to achieve watertight scheduling. And when that fails, costs, work pressure, and staff turnover only continue to rise (CBS, 2024).

The pressure is also high in the production sector. In 2023, sickness absence here averaged 6.1%, which is considerably above the average in other sectors. In 2024, absence was even the highest within industry, according to ArboNed and HumanCapitalCare. Employees are absent more frequently and for longer periods, partly due to physically demanding work, irregular shifts, and high work pressure. This makes it more difficult to create proper workforce planning.

Growing Complexity

These figures show that many production and logistics companies are struggling with the growing complexity of workforce planning. Changing customer demand, a tight labour market, high absence figures, and staff shortages force organisations to maintain maximum flexibility. At the same time, many schedules remain based on static models, Excel spreadsheets, or outdated systems.

This leads to poor alignment between workload and staff deployment. The consequences are well known: scheduling too many people leads to unprofitable wage costs. Too few available people results in delayed deliveries, stress on the shop floor, and missed deadlines. What’s often overlooked here are the indirect consequences that gradually accumulate. It’s precisely these that have a substantial financial impact. Consider inefficiency in staff deployment, or cost overruns in production due to poor coordination between rosters and workload.

Furthermore, poor workforce planning directly affects motivation. Those who are deployed too often become overloaded. Those who repeatedly have to work unsociable hours quickly feel undervalued. This dissatisfaction translates into reduced commitment, mounting frustration, and ultimately staff turnover.

What Does an Inefficient Roster Cost?

Consider this: an experienced forklift driver is unexpectedly absent. Their fixed gross monthly salary is €2,747, but to keep operations running, a temporary worker is hired. According to Chamber of Commerce guidelines, a temporary worker costs on average two to three times the gross salary. Let’s assume 2.5 times. This means you’ll pay approximately €6,870 for one month’s replacement.

However, it doesn’t stop there. The replacement is new to the shop floor, doesn’t yet know the processes, needs training, and works less efficiently. In the first weeks, a productivity loss of 25% is quite normal. You’re then paying €1,717.50 for work that isn’t completed or is only partially completed. Meanwhile, colleagues are spending time training the new employee – reckon on at least 10 hours’ supervision at €35 per hour, or €350 extra.

Cost Item Temporary Worker Employee
Salary €6870 €2747
Productivity Loss €1717 €0
Supervision €350 €0
Total €8937 €2747

Table: Hidden costs of staff absence

In total, you’ll quickly pay over €8,937 extra for replacing one employee per month. And we haven’t even mentioned the indirect damage yet: stagnation in the logistics process, delayed deliveries, lost customer satisfaction, and increased work pressure on the rest of the team. You won’t see these costs reflected in your roster, but you’ll certainly feel them in your margin.

The Complexity of Planning

Despite all the technological possibilities, almost 40% of companies in logistics and production still work with Excel or other manual planning methods. Why? Because it’s become a habit and because it appears to provide overview. But appearances are deceptive. Excel doesn’t show real-time absence or exceeded contract hours, let alone collective agreement arrangements or unexpected gaps in the schedule. That costs money.

The complexity of workforce planning in Production and Logistics can no longer be captured in spreadsheets or fixed rosters. What appears to be a watertight schedule today is already outdated tomorrow due to absence, rush orders, or unexpected delays. Those who only react when things go wrong are structurally behind the facts. Research by PwC from 2024 emphasises the importance of strategic workforce planning and suggests that organisations can increase their productivity by as much as 30% by improving this (PwC, 2024).

How Workforce Management Makes the Difference

Particularly in a sector where processes are timed to the second, it’s peculiar that workforce planning often happens with so little data-driven approach. Dyflexis’s Workforce Management software brings change to this. The intelligent, real-time planning automatically adapts to the situation on the shop floor. Is someone ill? Does the order flow change? The software anticipates changes: automatically and flawlessly.

Thanks to automatic planning, you prevent under- or over-staffing, limit overtime, and maintain control of your wage costs. Managers no longer need to constantly chase the facts; they adjust proactively based on current data. And perhaps even more importantly: employees regain peace of mind and clarity, which visibly benefits their job satisfaction and your staff retention.

By cleverly combining current data such as absence, order volumes, seasonal influences, and contractual agreements, you have a dynamic Workforce Management model that continuously adjusts. This approach provides greater efficiency in staff deployment, allowing you to respond better to changing circumstances without incurring unnecessary costs. The result? Fewer surprises, better control, and a way to structurally reduce your wage costs without compromising on quality or job satisfaction.

Are you curious how Dyflexis can help your organisation regain control of personnel, costs, and continuity? Request a demo and experience the difference.

5 benefits of Workforce Management (WFM) for HR managers

Posted on 27/01/2025 by wouter

HR managers’ daily practice is all about balance: ensuring satisfied employees, maintaining insight into leave and absences, while making sure payroll runs smoothly. Workforce Management (WFM) plays an increasingly important role in this. By automating processes and making data transparent, WFM provides the tools HR needs to work more efficiently and contribute strategically to the organisation. Here are five benefits that make WFM indispensable for HR managers.

1. Staff scheduling and time registration in line with the collective labour agreement

Efficient staff scheduling is the basis for a well-functioning organisation and for complying with collective agreements. As an HR manager, you know how complex it can be to draw up schedules that not only comply with collective labour agreement requirements, such as rest times and maximum working hours, but also take into account availability, preferences and fluctuations in demand. With a Workforce Management (WFM) system, you can automate this process, ensuring schedules are not only accurate and fair, but also always in line with the collective agreement.

Good planning prevents under- or overstaffing and ensures that employees know where they stand. This not only increases productivity, but also contributes to employee satisfaction and trust in the organisation.

2. Automation of payroll processes: the payroll integration

An accurate and efficient payroll process is crucial for any organisation. Yet in many companies, it is still a time-consuming task prone to errors. Think of manually checking and entering hours worked, allowances, leave and both statutory and non-statutory hours. With a Workforce Management (WFM) system, this is a thing of the past.

The WFM system automates the entire process by transmitting all registered data directly and accurately to the HR and payroll package. The hours worked, including any allowances and leave taken, are automatically linked to the correct wage codes. This means the payroll is ready immediately, without the need for additional manual actions.

This automation minimises errors, shortens the turnaround time of the payroll process and gives HR professionals more time to focus on strategic tasks. Moreover, it ensures that employees are always paid on time and correctly, contributing to their satisfaction and trust in the organisation.

An automated payroll process is not only more efficient, but also offers more certainty and insight for both the organisation and the employees. You always have the guarantee that collective labour agreements have been correctly applied and that payroll administration complies with laws and regulations.

3. Automatic synchronisation between different systems

It is very time-consuming and error-prone if you have to enter the same data in multiple systems. Once you have hired an employee, it is your job to enter them into the right systems and the employee needs login details to the different systems. You probably work with the IT manager to do this.

An integration between a WFM and the HR and payroll package ensures that data is exchanged automatically. Very convenient, as manual entry of contracts and employee data is a time-consuming and error-prone process. Contract information is important and crucial data, in which you cannot make mistakes.

In practice, this means that employee and contract data from the HR and Payroll package are automatically in the WFM package. Even in case of changes in contracts or conditions of employment, the adjustments are processed immediately. Thus, the HR and Payroll package remains leading for the personal data.

As soon as the employee’s first month is over and the employee’s hours are approved, they are automatically forwarded to HR and Payroll package and placed on the correct wage code.

In short, the HR and Payroll package forms the basis for the personal and contract data, while the WFM package is leading in recording employees’ hours worked.

4. Managing access and rights for greater security

As an organisation grows, managing who has access to what data is often a challenge. It may just happen that an employee has access to sensitive information not intended for his or her role. This can lead not only to internal risks, but also to violations of privacy laws.

Controlled access management is essential for corporate data security and regulatory compliance. When rights and roles are not properly managed, data can inadvertently end up in the wrong hands, with dire consequences.

WFM software offers a practical solution by making it easy to manage roles and rights within the system. This makes it possible to define exactly which systems and information are visible per function within the organisation. Employees only get access to what is relevant to their role, which increases security and prevents unauthorised access to sensitive data. This makes access management easy and gives HR professionals more control over the allocation of rights within the organisation.

In addition, most WFM software has Single Sign On (SSO). With SSO, employees only need to use one set of login credentials to securely and quickly access the systems they need. This not only increases ease of use, but also provides a centralised way to manage access. When an employee leaves employment, access to sensitive information is automatically revoked, helping to improve security. For HR, this means less work with access questions and more certainty that information remains well protected.

5. Real-time reporting for deep insight

Lacking insight into key staff data, such as absence rates or overtime, makes it difficult to manage strategically. You might notice that employees are overworked, but without hard data it is difficult to address or prevent this.

Access to up-to-date data is crucial to spot trends and stay ahead of problems. Without insight, you risk small challenges growing into big problems, resulting in higher costs and reduced employability.

The extensive reporting features of WFM software give you real-time insights into important data at any time. Think absenteeism rates, leave balances and deviations in overtime. This information enables you to intervene in time, for example by distributing workload or encouraging employees to take leave. This not only helps control costs, but also improves planning and increases team productivity.

By centrally managing access and rights, together with the implementation of SSO, you ensure a safe, efficient and user-friendly working environment where privacy and security are guaranteed.

Conclusion: WFM makes a difference for HR

Workforce Management is much more than a tool for scheduling hours; it is a strategic tool that helps HR optimise processes, keep employees happy and reduce costs.

From automated data processing to in-depth reporting – WFM provides HR managers with everything they need to work more efficiently and maintain greater control over staff scheduling and payroll.

Dyflexis introduces Single Sign On

Posted on 29/05/2024 by wouter

In today’s digital world, switching through various applications and platforms is part of the daily work routine. We know that managing all these login credentials can become a challenge at times. This is why Dyflexis is officially introducing the new Single Sign-On feature.

Single Sign-On as the essential link

Single Sign-On, or SSO, allows users to stay logged in to multiple applications while using just one set of login credentials. This is done by the SSO software, which automatically handles logging into other applications with the use of an identity provider.

This identity provider is linked to, for instance, a Microsoft or Google account. Logging into this account then creates a direct link and automatically grants access to your other connected applications.

What are the benefits of SSO?

Ease of use: Users only need to remember one set of login credentials, simplifying and speeding up the login process.
Increased productivity: Less time spent logging in means more time for actual work.
Enhanced security: By reducing the number of login credentials, SSO lowers the chance of unsafe password practices.
Efficient access management: Administrators can easily manage which users have access to which applications from one central point.
Secure sensitive data: Prevent employees who are no longer with the company from accessing sensitive data. If an employee leaves, you can manage access to connected applications through the identity provider.
Less IT support: With fewer forgotten passwords to reset, IT teams can spend their time on more important tasks.

Which identity providers does Dyflexis offer?

Dyflexis supports the largest identity providers, such as:

Azure (Microsoft)
Okta (Google)
Auth0 (Google)
Salesforce

Check out our Marketplace for all available options.

Most organizations use Google or Microsoft for Single Sign-On. If you do not use these systems, contact us to discuss the possibilities by emailing sales@dyflexis.com.

How does the implementation work?

Implementing SSO is a breeze. After you subscribe to our service, API keys will be available in Dyflexis. Enter these into the identity provider, and just like that; SSO is set up!

Do you need help setting up SSO? One of our consultants will be happy to assist you.

Do you want to use SSO?

SSO might already be included in your current subscription. Send an email to sales@dyflexis.com to request it.

Author: wouter