How to organise shifts in companies with multiple sites

Organising shifts across several centres It does not involve simply duplicating the same rota. Each shop, restaurant, branch or workplace may have different opening hours, public holidays, managers and staffing requirements.

The problem arises when each site works with its own file. HR loses the big picture, managers are working with different versions, and a change communicated at one site may not reach the rest of the people affected.

Planning must take account of the day-to-day operations at each site without turning the company into a collection of disconnected schedules.

What makes planning across multiple sites more complex?

The more centres that are involved, the more decisions need to be co-ordinated. It is not just the timetable that changes: teams, line managers, public holidays and workload may also vary.

• Each centre uses its own timetable.
• Opening times vary.
• Local public holidays do not coincide.
• Coverage requirements vary depending on location.
• Some staff members provide support at other centres.
• Absences are reported through various channels.
• HR does not have a joint planning process.

A small change can affect more than one team. For example, moving a member of staff to cover an absence also alters the staffing arrangements at their usual centre.

What you should decide before creating shifts

Before drawing up timetables, the company needs a common framework. This prevents each manager from interpreting the process in a different way.

It is advisable to define:

• Centres and locations.
• Equipment allocated to each centre.
• Those responsible for planning and validation.
• Usual opening hours or service times.
• Available shift types.
• Public holidays and exceptions by location.
• Minimum coverage requirements.
• Procedure for requesting and reporting changes.

This framework can be standardised across the whole organisation, whilst allowing for exceptions where a site operates differently.

How to combine a local and a global perspective

The manager of a site needs to focus on their team. HR, on the other hand, must be able to look at the organisation as a whole and identify problems that affect several sites.

The planning should enable a transition from a general overview to a specific enquiry:

• All the company’s centres.
• A specific centre.
• A team or department.
• A specific person.
• A week or a specific period.

In this way, each manager works with the information they need without drawing up plans independently of the others.

Calendars and public holidays by centre

Local public holidays are a clear example of why it is not a good idea to adopt a single calendar for the whole company.

Each centre may need:

• A company-specific work schedule.
• National, regional and local public holidays.
• Exceptions for specific dates.
• Seasonal timetable changes.
• Extra staff during busy periods.

Before publishing the shifts, it is advisable to check that the timetable used actually corresponds to the place of work.

Reinforcements and transfers between schools

A member of staff may cover for an absence or a peak in activity at another site on an ad hoc basis. This change must be recorded at both the host site and the home site.

When carrying out a reallocation, it is advisable to check:

• The centre where she will be working.
• The timetable and the allocated shift.
• The cover that you leave in its usual place.
• The person in charge of reviewing the day’s proceedings.
• The calendar and applicable public holidays.
• The letter sent to the person concerned.

Simply recording the change at the destination centre may create a gap that is not visible until the start of the shift.

Absences and changes to the timetable

Holidays, leave and other absences must be checked before the rota is published. If they are approved separately, the rota may show a person as no longer available.

Once the timetable has been published, any changes should specify:

• Which shift was changed?.
• Who it affects.
• Who made or approved the change.
• What cover has been provided for?.
• Whether the employee was informed of the change.

This prevents multiple versions of the same dial from being in circulation.

What to check when organising shifts by centre

A standard process for all centres

1. The calendars and public holidays for each location are reviewed.
2. Holidays, leave and other absences are checked.
3. Each manager organises the coverage for their centre.
4. Possible gaps and reinforcements between locations are checked.
5. The shifts are approved and published.
6. Any subsequent changes are recorded and communicated.

The workflow can be adapted to the size of the business, but all sites should be working from the same source of information.

Common mistakes when planning multiple centres

• Use a separate file for each location.
• Copy the same calendar without checking for local public holidays.
• Do not update absences before publishing.
• Communicate changes via WhatsApp or verbally only.
• Transferring staff without checking their original place of work.
• Failure to identify who approved a change.
• Prevent HR from viewing the overall plan.

These problems are usually spotted once the shift has already started – precisely when there is less scope to reorganise the team.

Shifts, working hours and regulations in Spain

The tool helps to organise the planning, but it does not determine how working days, breaks, public holidays or changes of workplace should be arranged.

For the Spanish version, please see the Article 34 of the Workers’ Statute. The collective agreement, the contract, the work schedule and the rules applicable to each centre must also be reviewed.

How to organise shifts by centre with Staffy

Staffy enables you to manage shifts, timetables, public holidays and exceptions from a single platform for HR and managers.

With shift management, you can:

• Set up centres, teams and managers.
• Planning shifts and timetables.
• Apply calendars and exceptions.
• Check absences and requests.
• View the schedule by centre or individual.

Each site maintains its own organisational structure, whilst HR retains an overall view of the company.

Frequently asked questions about appointments at various centres

Can different shifts be managed for each centre?

Yes, provided the company sets up the locations, equipment, calendars and people in charge correctly.

How are local public holidays dealt with?

They must be added to the relevant location’s calendar and checked before the shifts are published.

What happens if someone changes schools?

You need to update your assignment, timetable and location, as well as check the cover you are leaving at your home centre.

How can HR maintain a holistic view?

By centralising centres, timetables, shifts, absences and changes in a single source of information.

Can each centre have a different person in charge?

Yes, provided the company defines the relevant personnel and authorisations for each site or team.