Risks at a Glance
Different working time models, statutory maximum limits, rest periods, and co-determination rights present organizations with complex requirements. In workforce scheduling, all of these regulations must be reliably considered and working hours must be communicated to employees in a timely manner.
What is clearly defined in theory quickly becomes a challenge in practice:
- Breaks and rest periods are not observed
- Maximum working hours exceed legal limits
- Overstaffing or understaffing impacts economic efficiency
- Public posting of shift schedules violates data protection regulations
- Works councils fear employee monitoring through new software systems
- Lack of transparency regarding system access creates uncertainty among employees
One thing is clear: Legally compliant workforce scheduling without digital support is time-consuming and prone to errors. Software solutions help to automatically consider legal requirements, fulfill documentation obligations, and create transparency.
At GFOS, legal compliance is therefore an integral part of every solution.
Plan Working Hours Digitally and in Full Legal Compliance
Planning shifts and duties is complex, including from a legal perspective. With GFOS, you rely on structured, transparent, and legally compliant processes:
Secure setup of time tracking
A structured configuration ensures complete and compliant tracking
Automated rule validation
Working and rest time regulations are systemically applied and checked for conflicts
Reduced administrative workload
Digital processes minimize manual effort and sources of error
Transparent workforce scheduling
Shift and duty schedules are clearly documented and communicated
Audit-proof documentation
Working time data is available at any time and supports audits and internal reviews
Data protection-compliant access
Digital access rights replace public postings and protect sensitive employee data
Clear roles and permissions
Transparent authorization structures build trust among employees and works councils
Certified information security
Data processing in accordance with ISO 27001 and GDPR
Workforce Planning with GFOS: Digital. Secure. Future-Proof.
Our modular workforce management solution combines efficiency with clearly defined legal frameworks. Three core elements are at the center: transparency in planning, consistent data protection, and reliable implementation of all regulations.
Reliable Planning
A smooth workforce deployment requires a complete overview of working hours and applicable regulations.
- Automated validation of statutory requirements: Individual working time models and applicable legal regulations are checked during planning.
- Warnings in case of rule violations:
The software automatically flags violations of working and rest time regulations as well as other conflicts, allowing planners to make timely adjustments. - Comprehensive documentation:
All relevant data is stored in a GDPR-compliant manner and is available at any time for audits or compliance reviews.
Full Transparency for Employees
Transparent working time documentation strengthens trust and reduces coordination efforts in daily operations. Self-service functions allow employees to access their data at any time.
- Flexible and location-independent time tracking:
Working hours can be recorded via terminal (app), web application, or mobile app – precisely, in real time, and in line with company policies. - Access to time accounts and absences:
Employees can independently view their recorded working hours, balances, and vacation entitlements and report discrepancies themselves. - Clear access regulations:
In the employee self-service portal, employees can review and, if necessary, update their personal data. Information is protected by role-based access and is available only to authorized users.
Data Protection as an Integral Component
The processing of employee data is subject to strict legal requirements. Data protection and information security are therefore embedded in the system architecture from the outset.
- ISO 27001 certification:
Our software solutions are independently certified and designed to meet the highest security standards. Data storage and processing are GDPR-compliant. - Strict roles and permissions concept:
Access rights are assigned according to the principle of least privilege. Permissions can be clearly defined and structured. - Hosting in German data centers:
Our highly available GFOS knownCloud is hosted in German data centers and is therefore subject to the highest security standards.
Introducing Employee Software – How to Involve All Stakeholders
The introduction of new systems often affects existing processes and responsibilities. We support you in building acceptance among all stakeholders and clearly communicating added value.
How GFOS supports your software implementation:
- Early alignment with key stakeholders:
Together, we identify central contacts, for example from HR, IT, or the works council, and support structured communication. - Transparent explanation of functions and benefits:
Features, permission concepts, and impacts on existing processes are communicated clearly and in a practical manner. - Technically sound system integration:
Our specialists support integration into your existing IT landscape and ensure a stable transition. - Consulting on roles and permissions concepts:
Access rights are clearly defined and adapted to organizational and industry-specific requirements. - Ongoing support during implementation:
Training and support services help all stakeholders use the software safely and efficiently.
Request a Demo
Your Questions About the Legal Certainty of GFOS
All personal data is stored in German data centers. Data transmission is encrypted by default. Our software solutions are ISO 27001 certified, and data storage and processing are GDPR-compliant.
No. Legal compliance is not achieved solely by using software. However, with the correct configuration and consistent use, you can reliably identify when planning conflicts with working and rest time regulations occur. These conflicts can then be resolved manually or automatically.
At the same time, our software helps you keep track of absences, overtime, and vacation entitlements. Employees also have access to this data. This ensures that vacation is taken on time and overtime does not accumulate unnoticed.
Yes. Publicly posted shift schedules can be critical, especially if non-employees can view them or if full names are displayed.
A software solution is an effective alternative to paper-based schedules: employees access their data digitally, are notified immediately of changes, and can even swap shifts if required. Manager approvals are completed with a single click.
Access to company and employee data can be individually defined. GFOS software supports role-based access concepts and comprehensive role and permission management. This allows you to precisely control who needs access and who receives it.
Yes. Works agreements and other regulations can be stored directly in the software. You define which rules apply to which employees, and they are automatically considered in future planning.
The software supports regulations for different working time models (full-time, part-time, mini-job) as well as individually negotiated contracts. In the event of planning conflicts, responsible parties are automatically notified.
