Shift planning that thinks ahead.
Create shift schedules in minutes instead of hours. Fair planning through wish plans, automatic staffing control, and an app that keeps your team always up to date.
Free forever for up to 3 employees · No commitment
Everything you need for shift planning
From shift planning to vacation management to the mobile app — Kairos covers the entire workflow.
Intelligent Shift Planning
Create shift schedules with drag & drop. Keep track of required/actual staffing, detect understaffing immediately.
Wish Plan
Employees submit shift preferences. You decide — fair planning, fewer conflicts.
Vacation & Absence
Submit, approve, and manage requests digitally. Vacation accounts, special leave, sick notes — all in one place.
Swap Board
Employees swap shifts independently. Optionally with automatic approval.
Open Shifts
Post understaffed shifts for employees to apply. Team leads decide — fast and fair.
Time Account
Target/actual hours, overtime, and vacation quotas — transparent and up to date.
Time Tracking
Clock in, clock out, and breaks at the push of a button. Live timer, 10h warning, and automatic calculation.
Roles & Permissions
Admin, Planner, Team Lead, Employee — everyone sees exactly what they need.
Mobile App
View schedules, swap shifts, request vacation — all on the go. For iOS and Android.
Real-time Updates
Changes are instantly transmitted to everyone. No reloading, no outdated schedules.
Flexible Shifts
Variable start and end times per shift. Ideal for hospitality, events and retail — without creating dozens of shift types.
Event Templates
Save shift patterns as templates and apply with variable start times. Perfect for recurring events like game days or brunch shifts.
Copy & Paste
Transfer shift data with the pipette tool, copy entire days or weeks. Saves enormous time with recurring schedules.
Surcharge Calculation
Automatic calculation of surcharge hours for night, Sunday, holiday, and Saturday work. Custom surcharge matrix per organization.
Continuing Education Days
Manage continuing education entitlement per employee with pro-rata calculation. Track usage and remaining days at any time.
Break Monitoring
Automatic verification of statutory break times per labor law. Warnings for missing or insufficient breaks.
On-Call Shifts
On-call duty as a dedicated shift type with separate compensation rate. Clearly separated from regular shifts in the schedule.
Cost Planning
Set individual hourly rates per employee and analyze monthly costs per team or location.
Company Logo / White-Label
Your company logo on all printouts and reports. Professional appearance — included in every plan.
Attendance Control
Record clock times and automatically match them to the planned shift. Working time is limited to the scheduled shift.
Split Shifts
Shifts with multiple time blocks — e.g., morning duty 7–12 AM and afternoon duty 2–5 PM, even across midnight. Each block can be weighted with its own factor (e.g. on-call 23–06 at factor 0.25) — applied either to credited working time or as a pay supplement. Perfect for daycare, nursing, security, and any industry with split or on-call duties. Automatic hour calculation across all blocks.
Working Time Models
Contract templates with weekly working days, vacation entitlement, overtime rules, and optional admin quota. Target hours are automatically calculated per month.
Schedule Automation
Define weekly or bi-weekly shift rhythms per employee — Kairos projects them into the future automatically. Manual changes and approved vacation are preserved.
Geo-Fencing
Clock in only at assigned locations. The mobile app requires GPS, web clocking can be disabled. Off-site stamps are flagged and require manager approval with map view.
See Kairos in action
Modern, clear, and intuitive — the interface your team deserves.
Shift planning software for your industry
Whether healthcare, hospitality, retail, childcare, or security — Kairos adapts to your requirements.
Healthcare & Nursing
Shift planning for clinics, nursing homes, medical practices, and emergency services. Qualification checks, rest time protection, and fair weekend distribution included.
Nursing · Clinic · Hospital · Medical Practice · Emergency Services
Learn moreHospitality & Hotels
Create restaurant, café, or hotel shift schedules in minutes. Flexible workforce planning for peak hours, seasonal operations, and part-time staff — with an app for your service team.
Restaurant · Hotel · Café · Catering · Hospitality · Seasonal
Learn moreRetail & Stores
Shift planning for one or a hundred stores. Opening-hours-based staffing, part-time management, and multi-location workforce planning.
Store · Opening Hours · Part-time · Sales · Retail
Learn moreSecurity Services
Security deployment planning with 24/7 shift models. Site-based planning, qualification tracking, and complete documentation for your clients.
Guard Service · Site Protection · 24/7 Operations · Deployment Planning
Learn moreProduction & Logistics
Production shift planning with continuous shift systems, rotating shifts, and automatic staffing control. Also for warehousing, shipping, and transport.
Manufacturing · Warehouse · Shipping · Transport · Rotating Shifts
Learn moreTrades & Facility
Workforce planning for trades, building services, and facility management. Manage work sites, coordinate teams, and track working hours digitally.
Trades · Cleaning · Building Management · Facility Services
Learn moreChildcare & Education
Shift planning for daycare centers, kindergartens, and after-school care: Split shifts for early/late duty, maintain staff-to-child ratios, plan admin time. With hour quotas and regulatory compliance.
Daycare · Kindergarten · After-school · Education · Staff ratios · Split Shifts
Learn moreThe modern alternative to Excel shift schedules
Still creating schedules in Excel or on paper? Discover why thousands of teams have already switched to digital shift planning software.
Create shift schedules without Excel — in minutes instead of hours. Free for up to 3 employees.
Switch for free now11 Reports for Full Transparency
From timesheets to fairness analysis — all reports print-ready at the push of a button.
Absences
Absence days per employee, team, or company
Timesheet
Monthly proof with signature field for payroll
Working Hours
Target/actual hours, overtime, balance
Staffing
Staffing level per shift type, qualification coverage
Fairness
Weekend, night, and holiday distribution
Employee
Wish fulfillment, absence trends
Vacation Calendar
Annual overview of all employees at a glance
Qualifications
Matrix with traffic light system (valid/expiring/expired)
Costs & Teams
Staff hours, overtime share, team comparison
Planning
Swap board activity, open shifts, approval rates
Surcharges
Surcharge hours per employee for night, Sunday, and holiday work
Planning on Autopilot
Define the rules once — Kairos takes care of the rest. Framework schedules, staffing requirements, and qualification checks run automatically.
Rotation Patterns
Define recurring shift sequences — e.g., 3x Early, 2x Off, 3x Late. The framework schedule does the rest.
Required Staffing
Set minimum staffing per weekday and shift type. Kairos shows deviations immediately.
Automatic Warnings
Under- and overstaffing is highlighted in color. You see problems before they arise.
Qualifications
Ensure the right people are scheduled — based on skills and certifications.
Example Rotation Pattern
Shift planning that knows labor law
Kairos automatically checks legal requirements — so you can focus on planning, not paragraphs.
Rest time checks
Automatic warning when the 11-hour rest period between shifts is not met — fully compliant with labor law.
Maximum working hours
10-hour warning during time tracking and overtime monitoring. Legally compliant working time recording.
Weekend fairness
Fair distribution of weekend, holiday, and night shifts. Transparent fairness reports for every team.
Audit-proof documentation
All schedule changes are logged. Timesheets with signature fields — print-ready for payroll and audits.
GDPR compliant · Hosted in the EU · Made in Germany
Always with you.
Always up to date.
The native app for iOS and Android. Your team always has the schedule in their pocket — with push notifications for every change.
Transparent. Fair. No surprises.
Free forever for up to 3 employees — beyond that a fair price per employee. Incl. Mobile App, updates, and support.
Free
For small teams — free forever
up to 3 employees
- Full Basic feature set
- Scheduling & AI suggestions
- Wish plan, swaps & open shifts
- Vacation & absences
- Time tracking
- Mobile App & real-time updates
Basic
For growing teams from 4 employees
from 50 employees only 1.50 € / emp.
- Full Basic set — for any number of employees:
- Scheduling & AI planning
- Wish plan, swap board, open shifts
- Qualifications & exclusion rules
- Vacation management & training days
- Time tracking & geo-fencing
- Flexible & split shifts
- Schedule automation
- Company logo
- Basic reports
Expert
Payroll, costs & interfaces — add-on
flat, add-on to Basic
- Add-on to Basic:
- Cost planning
- Surcharge calculation (night/Sunday/holiday)
- On-call shifts
- Advanced reports
- DATEV / payroll export
- API access
Need more?
Very large teams, custom integrations or special requirements? We'll put together a custom offer for you.
Try all features free for 4 weeks. Then free forever for up to 3 employees. Cancel monthly, no minimum term.
Your data in safe hands
Security and privacy are not extras — they are the core of our platform.
GDPR Compliant
Fully compliant with the EU General Data Protection Regulation.
Hosted in the EU
Your data stays in EU data centers.
Row-Level Security
Tenant isolation at database level — your data is isolated.
TLS Encryption
All connections are end-to-end encrypted.
Daily Backups
Regular automatic backups of your data.
Frequently Asked Questions
Everything you want to know — at a glance.
Yes! The Free plan is permanently free for up to 3 employees — with the full core feature set and unlimited teams. No hidden costs, no commitment.
No, Kairos is ready to use immediately. Register, create a team, invite employees — done. No IT team needed.
Yes, there is a native app for iOS and Android. Your employees can view their schedule, swap shifts, and request vacation — all mobile.
Via a QR code in the web dashboard. Simply scan and the device is connected — no separate login for the app needed.
Yes, we support importing employee data. When switching from another solution, we’re happy to help.
No. All plans are cancellable monthly, with no minimum term. You can upgrade, downgrade, or cancel at any time.
Kairos is built for healthcare, hospitality, retail, childcare & education, security, production, logistics, trades, and facility management. The software flexibly adapts to your industry's needs.
Yes, fully. All data is hosted in EU data centers. Row-level security, TLS encryption, and daily backups are standard. Made in Germany.
Yes. Kairos warns automatically when the 11-hour rest period is violated, when the 10-hour limit is exceeded, and transparently shows overtime in the time account.
Yes! Kairos offers comparable features like shift planning, time tracking, vacation management, and a mobile app — but with AI-powered planning, transparent pricing, and a permanently free plan for small teams.
Absolutely. Kairos replaces error-prone Excel schedules with an intuitive drag-and-drop interface, automatic staffing control, real-time updates, and a mobile app. Switching takes just minutes.
Yes — time tracking is included in every plan, even the free Free plan. Employees clock in, out, and breaks digitally — via web or app. Including live timer, automatic overtime calculation, and print-ready timesheets.
The AI analyzes availabilities, qualifications, wish plans, and fairness criteria to automatically create an optimized shift schedule. You can adjust the suggestion or apply it directly.
Yes, with Geo-Fencing (builds on Time Tracking). Set a GPS center point and radius (50–200 m) per location, assign a location to each team — when clocking in via the mobile app, the position is checked. 'Soft' mode flags off-site stamps for manager approval (with map view); 'Strict' mode rejects them directly. PC clocking can be optionally disabled completely.