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Overview
The HR Management module covers the full employee lifecycle inside servEase — from onboarding to offboarding, from clocking in to shift publication. It is organized into three tightly integrated areas: Employee Management, Time Tracking, and Shift Planning. Together with devolta's RosterSolver product, it enforces country-specific labor law compliance automatically, covering CH, AT, and DE out of the box.
Core HR Features
Feature | Description |
Employee master data | Central employee profiles extending User Management with employment data, documents, qualifications, and emergency contacts |
Document exchange | Secure document storage per employee with bidirectional upload — employer pushes documents, employee submits via app |
Time tracking via app | GPS-secured clock-in/out through the servEase employee app, with supervisor oversight and digital signature for timesheets |
RosterSolver integration | Automatic legal compliance checks for work hours, rest periods, youth protection, and country-specific rules via configurable rule packs |
Shift planning | Manual or fully automated, legally compliant shift scheduling with qualification matching and employee wish management |
Labor cost forecasting | Planned hours × wage rate per shift and day — visible directly in the shift plan |
HR KPI dashboard | Turnover rate, sick day rate, and balance overviews across the workforce |
Employee Management
Employee Management extends the core User Management module with HR-specific master data and workflows.
Employment Data
Versioned employment records with start and end dates — supports contract changes, wage adjustments, and role transitions over time
Hourly and monthly wage types supported (gross only; no payroll processing / LOBUHA)
Configurable wage supplements (night, Sunday, public holiday) — rule packs available per country (CH / AT / DE)
Hierarchies and employee groups (e.g. Team Lead, Supervisor) configurable per tenant
Qualifications
Qualifications are assigned per employee as a many-to-many relationship — used for shift planning and task assignment
Qualification levels instead of a simple yes/no flag (e.g. "Bartender: Junior / Senior") for fine-grained shift control
Configurable validity periods per qualification (e.g. expiring certificates) with automatic re-certification reminders
Document & Permit Tracking
Every employee has a dedicated document archive. The following document types are tracked with expiry dates and automated pre-expiry reminders:
Residence permits (CH: B / C / L permit)
Work authorization
Health / food hygiene certificate
Driver's license (if applicable)
Any custom permit type configured by the tenant
Scanned copies are linked directly in the employee's document archive. Approaching expiry triggers automated reminders to the responsible manager.
Onboarding & Offboarding
Onboarding checklists are digital, configurable per role (e.g. "Service Onboarding" with steps and required documents), and tracked per employee until completion.
Offboarding workflow covers:
Revocation of servEase account access
Key / badge return tracking
Employment reference letter generation
Additional Employee Features
Emergency contacts per employee
Probationary period tracking with automatic reminder before expiry
Expense submission by employees (receipt upload via app, approval workflow)
Notification to employee via email when a new document has been added to their servEase account
Time Tracking
Clock-In / Clock-Out
Employees record their working time via the GPS-secured servEase employee app. Location verification prevents clock-ins from outside the workplace.
GPS-protected clock-in and clock-out via employee app
Manual time entry by employees (requires manager approval)
Manual time entry by authorized supervisors
Break recording — automatic or manual, including statutory minimum break check via RosterSolver
Recording of sick leave, other paid absences, unpaid absences, and regular working time
Supervisor Controls
Real-time hour overview and balance control for supervisors
Full audit trail / correction history for any retrospective changes (who changed what, when — revision-proof)
Balance calculation (actual vs. contractual hours)
Timesheets & Compliance
Digital timesheet signature by both employer and employee
Timesheet export (for payroll, auditing, etc.)
Archiving function built in — CH statutory retention period: 5 years
RosterSolver integration: clocked time is automatically checked against country-specific rule packs — warnings for rest period violations, maximum work hours, and other legal thresholds are surfaced immediately
Youth protection rule pack for apprentices and minors (e.g. night work prohibition) available as a separate RosterSolver rule pack
Shift Planning
Shift Requirements
Each shift is configured with the required headcount per role and the associated qualifications (e.g. Breakfast: 1 × Chef de Service, 2 × Service, 1 × Runner). Requirements are set per shift per week.
Planning Modes
Mode | Description |
|---|---|
Manual planning | Supervisors plan shifts for their team; higher-level managers can plan across all teams |
Legal compliance check | After manual planning, RosterSolver automatically checks legality and surfaces any conflicts |
Fully automated planning | RosterSolver generates a fully legal shift plan based on requirements and employee data |
Employee Wish Management
Employees submit preferred working times and shift requests via the employee app
Free-day requests are submitted the same way
The tenant can configure limits for shift wishes and free-day requests per employee per period (or leave them unlimited)
Wishes are considered as preferences during automated planning; approved absences (sick leave, vacation) are treated as fixed exclusions
Shift Exchange
Employees can request a shift swap with a colleague directly in the app. If both employees hold the required qualifications for each other's shifts, the swap is approved automatically — no manager intervention required.
Publication & Forecasting
Finalized shift plans are published to employees via the employee app
Balance forecast at end of planning period: expected hours balance, rest days, and other accruals
Target vs. actual staffing requirement compared against expected guest volume — linked to reservation and POS data for demand forecasting ("how many people do we actually need tonight?")
Labor cost projection per shift and per day (planned hours × wage rate), visible directly in the shift plan view
Dashboard Metrics
The HR module provides continuously updated key metrics across the workforce:
Turnover rate
Sick day rate (absenteeism)
Hours balance overview per employee and team
Labor cost vs. planned cost per shift / period
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