Shift Planning Software for Emergency Services & Relief Organizations
Staff every vehicle position by position — driver and crew lead, each with their own qualification. Kairos keeps your units covered around the clock, compliant with statutory rest periods, and reacts instantly when someone drops out at short notice.
Free forever for up to 3 employees · Cancel monthly · No minimum term
Your challenges
Driver and attendant aren't interchangeable
An ambulance needs a driver with the right licence AND medical training, plus a crew lead qualified as a paramedic. A crew member with a licence can't fill the driver's seat — the position has to match, not just the head count.
24/7 station cover with no gaps
Ambulances and response vehicles must be crewed around the clock. An unstaffed shift is not an option — every gap has to surface immediately.
Qualifications with expiry dates
EMT, Paramedic, driving licence, annual mandatory training — every credential has to be valid and renewed in time.
Last-minute drop-outs
Someone calls in sick and the shift starts in a few hours. Cover has to be found now — not by phoning around the roster.
Long shifts & on-call
12- and 24-hour shifts, on-call duty at its own pay rate — rest periods and maximum working hours must not be breached in the process.
How Kairos helps
Staff vehicles position by position
Model each ambulance or response vehicle as a duty with named positions — e.g. driver and crew lead. Every position carries its own required qualifications (driver: licence + medical training; crew lead: paramedic). Kairos checks position by position and warns the moment a seat is filled incorrectly.
Report: which vehicle was crewed when
See at a glance which vehicle was fully crewed, partially staffed or unstaffed in any period — for proof, dispatch and planning.
Qualification matrix with traffic lights
EMT, Paramedic, driving licence, training records — every qualification per employee with an expiry date. Green (valid), amber (expiring), red (expired), with timely reminders.
Urgent call-out when someone drops out
When cover is needed now, post the shift as urgent — a push with its own alert sound to everyone or selected teams. Employees reply Yes / Maybe / No, you assign the replacement with one click and record the absence right away.
Target staffing per shift
Define minimum staffing per shift type and station. Kairos flags understaffing instantly with a traffic-light indicator — no shift slips through unnoticed.
On-call duty
On-call and standby duty as its own duty type with a separate pay rate — clearly separated from regular response shifts.
Rotation patterns & master roster
Define recurring shift sequences once — the master roster generates upcoming plans automatically. Only real exceptions still need attention.
Compliant with working-time law
Automatic checks on the 11-hour rest period and maximum working hours. Breaches are flagged in the schedule — even for 12- and 24-hour shifts.
Premium calculation
Night, Sunday and public-holiday premiums calculated automatically from your own premium matrix — transparent and traceable for payroll.
Mandatory training in view
Manage an annual training allowance per employee. Training days are requested like vacation and deducted from the account — the record stays complete.
Timesheets for payroll
Print-ready monthly records per employee with target/actual hours, premiums and a signature field — ready to export.
Schedule in the app
Every change lands on the phone instantly via push. No noticeboard, no WhatsApp chaos — crews always know when they're on duty.
Frequently asked questions
Can Kairos staff a vehicle with multiple positions and different qualifications?
Yes. Model your ambulance or response vehicle as a duty with named positions (e.g. driver and crew lead) and set the required qualifications per position. Kairos checks position by position — the driver's seat only counts as filled if that person holds the licence and medical training, independent of the second seat.
Can Kairos manage qualifications like EMT, Paramedic and driving licence with expiry dates?
Yes. Store any qualification per employee with a validity date. The qualification matrix shows with a traffic-light system which credentials are valid, expiring or expired, and reminds you in time.
Is Kairos suitable for 24-hour shifts and on-call duty?
Yes. Define any shift types (12h, 24h, on-call) with their own pay rate. The working-time check automatically watches rest periods and maximum working hours.
What happens when someone drops out at short notice?
With urgent shifts you post the open shift immediately — with a push and its own alert sound to everyone or selected teams. Employees reply Yes, Maybe or No, and you assign the replacement with one click.
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Create your first shift schedule in under 2 minutes. Free forever for up to 3 employees.
Free forever for up to 3 employees · Cancel monthly · No minimum term