plano | References | Rathauspassage
Social Responsibility Meets Modern and Transparent Workforce Management
Rathauspassage Hamburg is a social-diaconal organization located in the heart of the city, directly beneath Hamburg City Hall. It uniquely combines gastronomy, retail, and social work, offering people who have long been excluded from the workforce new career opportunities.
Made with love - our references
Rathauspassage Hamburg
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Initial situation
Prior to the implementation of the plano WFM software, scheduling at Rathauspassage was handled traditionally via Excel with multiple spreadsheets, manual entries, and coordination via phone or on-site interactions. This process was time-consuming and prone to errors.
Legal requirements, such as compliance with the 11-hour rest period, could not be checked automatically. Short-term changes lacked transparency and a reliable „single point of truth.“ Personnel administration was also handled through physical binders and static paperwork. There was a clear need for a modern, digital solution to reduce administrative workload and enhance employee integration.
Branche
Contact Center
Number of Employees
approx. 75
plano in use
plano Roster, plano Time Recording, plano ESS (Employee Self Service) + myplano
Björn Dobbertin
Rathauspassage Hamburg
Project goals
Efficient and Legally Compliant Shift Scheduling
- Replacement of error-prone and time-intensive Excel spreadsheets
- Automatic checks for legal requirements (Working Hours Act, break regulations, rest periods)
- Reduction of administrative effort in planning and personnel Management
Enhancing Transparency and Employee Satisfaction
- Digital schedules and mobile access via the Employee App
- Straightforward, independent application for vacations and time-off adjustments.
- Transparent and fair overview of working time accounts for all employees
Forward-Thinking Digitization
- Consolidation of all employee-related data (single point of truth)
- Simple evaluation options and reports (sick days, vacation balances, qualifications)
- Scalable solution that grows with the organization
Improvement
Replacing Excel and Paper-Based Systems
The transition from manual Excel sheets and traditional employee folders to plano WFM facilitated comprehensive centralization of data management. Previously physical personnel files were digitized. All relevant master data, including addresses, temporary employment contracts, and qualifications, are now consolidated within the system. The HR department benefits from automated and clear Reports that display vacation balances, sick days, or expiring qualifications at a glance, ensuring deadlines are met and no significant backlogs occur.
Transparency and Employee Satisfaction
Employees significantly benefit from the plano employee app in their daily work. It allows location- and time-Independent access to up-to-date schedules, as well as the digital submission of vacation or time-compensation requests, greatly reducing coordination efforts. The always-accessible working time accounts provide a high level of transparency, as overtime and up-to-date balances are instantly visible to all involved. Even employees without their own digital device can access their plano account via terminal servers on-site. This increased personal responsibility and the reliable data foundation contribute noticeably to satisfaction and a harmonious atmosphere within the team.
Mobile Time Recording and Flexibility in Everyday Work
For employees who travel frequently or work in various departments, the mobile functionality of plano offers substantial added value. They can easily clock in and out via their Smartphone and precisely track breaks. This direct and mobile time recording not only accelerates administrative processes but also ensures that hours worked are immediately and transparently visible in the system for all parties involved.
Improvements for planners
- Real-time calculation of working hours and premiums.
- Automatic compliance checks for working hours legislation, break regulations, and collective agreements.
- Optimal overview of qualifications (e.g., first aiders) and staffing strength.
- Quick and simple report generation (vacations, sick leave, temporary contract expirations).
Improvements for employees
- Location- and time-independent access to work schedules via the employee app (myplano).
- Digital participation through self-service vacation and time-off requests without waiting for supervisor approval.
- Barrier-free system access via the app or on-site terminal servers (for employees without their own smartphone).
- Transparent, fair, and comprehensible shift schedules.
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