The rota is complete: time clock, leave and rotations

The rota module in Validi is now complete. What began as a planning tool with shift blocks and open shifts has grown to cover the whole journey: from building the plan, through statutory working-time records, to leave balances and hour totals ready for payroll. Here is what that means day to day.

Time clock: working-time records without another system

Since working-time rules were tightened, every workplace must record employees' actual working hours. In many services that has meant yet another system — or a spreadsheet someone has to remember.

In Validi, the time clock is built straight into the rota on your phone. Staff clock in at the start of a shift and out at the end with one large button, and the system takes care of the rest: a night shift counts on the day you clocked in, forgotten clock-outs are flagged in the manager overview, and every correction requires a reason and is logged. Records can never be deleted — the law requires five years of retention, and the system enforces it.

Leave that takes care of itself

Staff send a request for holiday, time off or sick leave straight from their phone. When the planner approves it, three things happen automatically:

• The absence is written into the rota for every day of the period.
• The employee's shifts in that period are released as open shifts colleagues can bid on — no gaps discovered late on a Friday afternoon.
• Holiday days are deducted from the balance. Only weekdays count; weekends cost no holiday days.

The holiday balance follows the Danish Holiday Act with automatic accrual, and every posting is visible in a holiday ledger. If an approval would push the balance below zero, the system warns the planner — who can still approve it as advance holiday.

Time & leave: the management overview

The Time & leave tab gathers what used to take three spreadsheets: each employee's holiday balance, hours worked measured against their weekly norm (flexitime), and the rolling four-month average that shows whether anyone is approaching the EU's 48-hour working-week limit. All of it exports to a file ready for payroll or audit.

Repeating rotations build themselves

If your night shifts run in a rotation — say three nights on, six days off — you set the pattern up once and the plan builds itself up to three years ahead. The same goes for fixed weekdays, such as Monday-Wednesday-Friday every other week. Run the same setup again and the system skips dates that already have the shift — duplicates never occur.

We covered the planning basics in shift planning for residential care: open shifts with bids, shifts handed over with the planner's approval, and draft/publish so staff only see the plan once it is ready.

The whole package on your phone

The daily routine lives on the phone: the time clock at the top, your own shifts 14 days ahead, open shifts you can bid on, leave requests — and a Time tab where you can follow your own flexitime and holiday balance. No noticeboard, no text-message chains.

Also new: room overview for residential services

Residential and 24-hour services now also have a rooms module: a hotel-style booking overview of rooms and dates, where you assign a resident a room for a period and see occupancy at a glance. And we are already working on what comes next: HR features including workplace assessments (APV) and staff development reviews are on the way.

One system — one price

The rota is included in the Validi subscription. No extra modules, no add-on prices — the plan lives in the system you already have open all day, alongside journals, medication and appointments.

---

Would you like to see the rota with your own shift types? Book a demo — we will set it up together.