You probably know the feeling: spending hours puzzling over schedules, dealing with last-minute changes, and handling employees who are unhappy with their shifts. What if we told you that you could spend that time and energy on what really matters instead? Auto-scheduling does exactly that. So, what is auto-scheduling, and why are more and more organisations choosing it?

How auto-scheduling works in practice

Auto-scheduling means workforce management software creates staff schedules independently. It does this based on fixed rules, real-time data, and clearly defined parameters. Think of available hours, employee preferences, legislation and regulations, and business goals. You set the ground rules. The system does the rest. Planning shifts from manual work to active control. Put simply: your schedule works for you, not the other way around.

The benefits of auto-scheduling

Smart planning is not just about speed. It is about making better decisions. Bringing calm to the organisation. And creating room to look ahead. In practice, this shows up in five clear benefits.

Future-proof with AI

The benefits above clearly show the difference. Traditional scheduling is static and depends on individual knowledge. Auto-scheduling is dynamic and data-driven. If demand, availability, or regulations change, your schedule changes with them. Fewer manual adjustments mean fewer errors and more continuity. That makes auto-scheduling not only more efficient, but also future-proof.

Naturally, AI and machine learning also play a major role in auto-scheduling. By analysing historical data, the system recognises patterns and predicts future staffing needs. This creates a schedule that does not just respond to what is happening, but anticipates what is coming next. Workforce management shifts from reactive to proactive.

Let the system do the thinking

Auto-scheduling is not a trend. It is a choice. A fundamental development within workforce management. It helps you save time and reduce costs. It enables you to deploy employees more effectively. It creates calm in daily operations. At Dyflexis, we therefore do not see scheduling as administration, but as leadership. With auto-scheduling, you set the direction while the system does the work. But how do you make that step concrete within your organisation?

In a world where cyber threats are becoming increasingly common, it is essential to properly secure online accounts. In the context of Workforce Management and managing personnel planning and time registration, optimal protection of user accounts is of great importance. One of the most effective methods to strengthen this security is the use of two-factor authentication (2FA).

What is two-factor authentication?

Two-factor authentication (2FA) provides an additional security layer on top of the password. When logging into the Dyflexis account, in addition to entering a password, a second factor is also required. This second factor can vary, such as a code via a telephone, a fingerprint scan, facial recognition, or a physical security key.

Why is two-factor authentication so important?

Protection against phishing

Phishing is one of the most common forms of cybercrime. Here, criminals attempt to steal personal information by posing as a trustworthy entity, such as a bank, employer, or even Dyflexis. Criminals often send emails or messages with a link to a fake login page that is almost identical to the genuine one. After entering login credentials on this page, these details fall directly into the hands of the criminals.

With 2FA, obtaining the password alone is not sufficient. Even if they manage to obtain the password, the second factor is still needed to gain access to the account. This makes it considerably more difficult for them to succeed in their attacks.

Preventing login page fraud

In addition to phishing, mimicking login pages is an increasingly common tactic used by cybercriminals to steal login credentials. These pages resemble the genuine login page of an organisation but are managed by malicious actors. Without 2FA, there is a significant risk that after entering details on such a fake website, the account can be hacked immediately.

With 2FA, after entering the password, a second step always needs to be completed. Since criminals usually do not have access to this second factor, stolen passwords become virtually worthless, even if they have been obtained via a fraudulent login page.

How does two-factor authentication contribute to secure login on Dyflexis?

For users of Dyflexis, 2FA offers a significantly higher level of security when logging into their accounts. This is not only reassuring for users but also for companies that wish to protect their personnel data against unauthorised access.

By enabling 2FA, every attempt to log into the Dyflexis account is validated by both something one knows (the password) and something one has (for example, a unique code that is sent to the telephone). This ensures that even if the password is stolen, the account still remains secure.

Conclusion

In an era when cyber threats such as phishing and fake login pages are becoming increasingly common, implementing two-factor authentication is an essential step to protect your Dyflexis account. By adding an additional security layer, the risk of an account falling into the wrong hands is significantly reduced and company and personnel data remain safe.

At Dyflexis, security is a top priority. Enable 2FA on your Dyflexis account today and experience the peace of mind that comes from knowing that a robust measure has been taken against the growing threats of online crime.

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.

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.

System implementation can feel like an enormous challenge: the pressure is high, deadlines are looming, and you need to get the entire organisation on board with a new way of working. Without the right guidance and expertise, it can feel like you’re groping in the dark. It’s frustrating when you don’t know whether you’re on the right track, or when the implementation doesn’t deliver the desired results.

At Dyflexis, we guarantee the following: Our implementation isn’t a standard process, it’s a personal journey that we undertake together with you. We ensure that your organisation doesn’t just receive the system, but actually embraces and uses it effectively. Our consultants remain at your side until the second payroll run, so that everything works perfectly from the start. No worries about uncertainties, no doubts about progress, just an implementation that stands firm from beginning to end.

Industry experts at your service

We don’t work with general consultants, but with experts who have in-depth knowledge of your sector. Whether it concerns collective labour agreements, allowances or other industry-specific regulations, we understand what’s at stake in your field.

Our experts have years of experience in the market and can provide you with valuable insights that go beyond just software. This makes us a valuable partner who genuinely contributes to the success of your organisation.

“At Dyflexis, our goal isn’t just to implement software, it’s to help our clients build a future-proof workforce management strategy.” – CCO Patrick van der Geest

After implementation, we remain actively involved. Whether it concerns onboarding new managers, adjusting settings due to changes in collective labour agreements or continuing to improve your processes, we keep supporting you.

Change Management

Implementing new software often means that a cultural change takes place within your organisation. That’s why we pay considerable attention to change management. The success of Dyflexis doesn’t just depend on the technology, but also on adoption by your employees.

Our consultants ensure that your employees not only know how to use the software, but also become motivated to actually embrace it. We help enthuse and engage your team, so that they fully commit to the success of the new solution.

Training sessions can be held both online and offline. Our knowledge base and eLearning environment ensure that your team always has the necessary tools and information to make optimal use of Dyflexis.

The power of data

Our support within ProExpert can offer crucial insights. Thanks to advanced AI-driven forecasting modules, we can make accurate labour demand calculations, whereby processes are automated and important insights become available for your organisation.

This data-driven approach delivers crucial insights that can help your organisation not only to plan more efficiently, but also to think more strategically and make decisions that contribute to long-term growth.

“The insights you gain with Dyflexis aren’t just data, they’re opportunities for your business to grow smarter and faster.” – CCO Patrick van der Geest

Conclusion: Dyflexis as your future partner

Dyflexis isn’t just a software supplier, we’re a strategic partner who thinks alongside you and helps you tackle the challenges of the future. With our personal guidance, in-depth industry knowledge, continuous optimisation and AI-driven insights, we ensure that your organisation is capable of achieving success both today and tomorrow.

Staff scheduling in retail is more complex than ever. Customer flows are becoming more unpredictable, margins are under pressure, and each branch has its own dynamics. Many retailers still rely on experience and gut feeling, but this quickly leads to inefficiency, higher costs, and dissatisfied employees. Want to know how to become efficient and save costs through data-driven planning?

In our e-book Data Driven Retail, you’ll discover how data-driven workforce management helps retailers make better decisions at the click of a button. By combining sales forecasts, customer behaviour, labour costs, seasonal influences, and even weather predictions, you create a schedule that is not only more accurate but also proactively responds to what’s happening tomorrow. That means: less waste, more control, and higher service quality in your store.

You’ll read how retailers are making great strides with real-time dashboards, predictive insights, and a centralised way of managing that actually works for every location. Moreover, the e-book shows how modern technology creates space for personal attention: for customers and for employees who benefit from fairer rosters and fewer last-minute changes.

Want to know how data-driven planning helps you get a grip on labour costs, deploy employees more efficiently, and improve your customer experience? Then read our e-book.