Shift scheduling for teams — hospitals and clinics first
Next month’s schedule, written for you.
Filax writes next month’s schedule for your department and checks every shift against your staffing rules. You read it and press publish, six weeks before the month starts.
07–1313–1919–07
30 days free. No card. Give your name and work email, and we email you an 8-digit code to start.
- 30 days free
- No card
- €6.50/person
07–1313–1919–07
Data kept in the EU
How it works
Every month, six weeks ahead.
Fixed dates, not favours. Everyone knows their month before it starts.
Next month
Medical department, 30 beds, 23 nurses
- 11 weeks beforeStaff mark their wishesOn their phones, the days they want or can’t work.
- 7 weeks beforeFilax drafts the monthFrom hours, requests and the nights already worked.
- 6 weeks beforeYou check and publishChange anything; the law is checked as you go.
A month that breaks the law never goes out by itself.
Next month, already written.
One 30-bed medical department, twenty-three nurses, four weeks. Filax writes the whole month from three things it already knows about your department. When a day has too few nurses to keep to the law, it says so and shows you the day, instead of hiding the gap.
Fair and legal
Counted, not promised.
Filax shares nights and weekends evenly, month after month, and checks every shift against Cyprus staffing law.
- Five or six nights each over one month, never eleven for one and one for another.
- 1 for every 6 patients: the law on a 13:00 to 19:00 shift, checked as the month is drafted.
Fair because it is counted, not because we say so.
Filax counts the nights, weekends and public holidays each nurse works, and shares them out evenly, month after month: what someone carried last month still counts when the next is shared out. Six of the twenty-three nurses, over one month:
Every month goes up six weeks ahead.
Six weeks’ notice is what good hospitals aim for.
Filax keeps to it with fixed dates, not favours.
11 weeks before for about a month
The window opens
Staff mark the days they want and the days they cannot work.
7 weeks before
The window closes and Filax drafts
From everyone’s hours, their requests, and the nights each has already worked.
One week
You read the month
Change what you disagree with. The rules are checked as you go.
6 weeks before
The month is published
By you, or by itself on the day. A month that breaks the law waits for you.
6 weeks
Day one
The month starts
Everybody has known for six weeks, so nobody comes to ask.
Sick calls
06:30. Christina can’t come in.
One decision, not a round of phone calls.
Wednesday, 07:00 to 13:00
one place open
- Elena Georgiourested, 30 of 36 hours
- Andri Savvarested, asked for extra hours
- Despina Nicolaourested, 24 of 36 hours
- Maria Charalambouscame off nights at 07:00 — eleven hours’ rest
Filax asks only the three who are rested and free.
06:30. Christina cannot come in.
The call no schedule survives.
Filax turns it into one decision, not a round of phone calls before 07:00.
On top, the open place: Wednesday, 07:00 to 13:00, one place open. A line runs down from it to six people. It reaches three, each with her reason: Elena Georgiou, rested, 30 of 36 hours. Andri Savva, rested, asked for extra hours. Despina Nicolaou, rested, 24 of 36 hours. It is cut short before three, each with the reason: Maria Charalambous, came off nights at 07:00 — eleven hours’ rest. Nikos Ioannou, week already full, 36 of 36 hours. Sofia Andreou, marked unavailable that day. Filax asks only the three who are rested, inside their hours and free. You can still ask anyone.
Wednesday · 07:00 – 13:00 · one place open
Filax asks only the three who are rested, inside their hours and free. You can still ask anyone.
Elena Georgiou
rested, 30 of 36 hours
Andri Savva
rested, asked for extra hours
Despina Nicolaou
rested, 24 of 36 hours
Maria Charalambous
came off nights at 07:00 — eleven hours’ rest
Nikos Ioannou
week already full, 36 of 36 hours
Sofia Andreou
marked unavailable that day
06:47 — one of them takes it, you confirm her, and the department is six of six again.
Staffing law, built into the schedule.
Filax checks every shift against the nurse-to-patient rules your department works under.
In Cyprus, for example, the law sets a minimum for each part of the day:
A 30-patient medical department
07:00 – 13:00
6 nurses
The law: 1 for every 5 patients
Tuesday: 6 on the schedule
13:00 – 19:00
5 nurses
The law: 1 for every 6 patients
Tuesday: 5 on the schedule
19:00 – 07:00
4 nurses
The law: 1 for every 8 patients
Tuesday: 3 on the schedule · 1 short
For your staff
Their schedule, on their phone.
Staff mark the shifts they want and see their month the moment it is published.
- Their own month, in Greek or English, on their phone.
- Only the changes that affect them are sent to them.
- A code by email, no password to forget.
Your nurses mark the shifts they want on their own phones.
Shifts they would like, shifts they would rather not, and up to three days a month they can’t work. Once you approve one, Filax never puts anyone on it.
A standing wish, such as never Wednesday nights, needs your yes only once.
At the top: My preferences, next month. A note reads: A Can’t work day is a firm no once your manager approves it. Two of three used. Below it, the month, Monday first: a tick on Saturday 20 and Sunday 21, where the nurse would like a shift; a cross on Tuesday 16, where they would rather not work; a star on Wednesday 10 and Wednesday 24, days they can’t work.
My preferences
Next month
A Can’t work day is a firm no once your manager approves it.
2 of 3 used
Would like a shiftRather notCan’t work
At the top, a notification from Filax reads: Your schedule changed for next week. Below it, four days. Monday 2, 07:00 to 13:00, morning. Tuesday 3, 13:00 to 19:00, afternoon, outlined as the day that changed. Wednesday 4, day off. Thursday 5, 19:00 to 07:00, night.
Filax
Your schedule changed for next week.
My shifts
Next week
- Mon 207:00 – 13:00Morning
- Tue 313:00 – 19:00Day offAfternoon
- Wed 4Day off
- Thu 519:00 – 07:00Night
Their own month, in their own language.
Not the whole department’s schedule to scroll through.
Only the nurses whose shifts changed hear about it.
By app, email or text, as each one chooses. Nobody else is disturbed.
A code by email, no password.
Nothing to remember, and nothing to reset on a shared department computer.
It still prints.
The noticeboard copy says that later changes appear only in the app, so a printed page never quietly goes out of date.
Reports
Proof for your director and the inspector.
Last month at a glance, on one page.
- 0 days below the legal nurse minimum
- 1 shift short of your own numbers
- 10 of 11 before the shift began
- 1 day typical wait for an answer
Proof for your director, and for the inspector.
Every month, six answers for every department, each beside last month’s: within the law, enough staff, sick calls covered, tiring runs, shared fairly, requests answered.
At the top, what needs you now, such as a certificate about to run out.
Needs attention now: A nurse’s certificate runs out in 12 days. Last month at a glance. Within the law? 0 days, below the legal nurse minimum. Month before: 2 days. Enough staff on every shift? 1 shift, short of your own numbers. Month before: 3 shifts. Sick calls covered? 10 of 11, before the shift began. Month before: 6 of 8. Anyone on a tiring run? 0 people, over your limits for nights or days in a row. Month before: 1 person. Shared fairly? 2 people, above their share of nights, over three months. Month before: 3 people. Requests answered? 1 day, typical wait for an answer. Month before: 2 days.
Needs attention nowA nurse’s certificate runs out in 12 days
Last month at a glance
Within the law?
0 days
below the legal nurse minimum
Month before: 2 days
Enough staff on every shift?
1 shift
short of your own numbers
Month before: 3 shifts
Sick calls covered?
10 of 11
before the shift began
Month before: 6 of 8
Anyone on a tiring run?
0 people
over your limits for nights or days in a row
Month before: 1 person
Shared fairly?
2 people
above their share of nights, over three months
Month before: 3 people
Requests answered?
1 day
typical wait for an answer
Month before: 2 days
Each department sees only its own.
A department’s admin sees their own departments and the people in them, nothing more. Only the hospital’s supervisor sees every department.
Sick leave stays private.
Sick days are health data. Only the nurse, the supervisor and the admins of the nurse’s own departments can see them.
Data kept in the EU.
Your hospital’s data is stored in the EU, sealed off from every other hospital’s.
€6.50 per person, per month.
No minimum, no bands, no fixed term — and nothing extra for tracking hours or texts.
You pay for the people on the schedule that month — when someone leaves, the bill goes down.
How many people are on your schedule?
Pay by card or by bank transfer. The month your trial ends is free — billing starts the month after.
40 people × €6.50
€260
a month
Prices exclude VAT.
- Over a year
- €3,120
- Or pay yearlytwo months free
- €2,600
Next month,
leave the spreadsheet closed.
We set up your first department with you,
and Filax drafts next month.
€6.50 per person, per month, after the trial · No minimum · No fixed term