Shift scheduling for private hospitals
Stop rebuilding the same spreadsheet every Sunday night.
Filax writes next month’s nursing rota for your ward, checks every shift against your ward’s staffing rules, and publishes it six weeks before the month starts. You read it and press publish. If you do not get to it, we remind you twice, then it goes out by itself — unless you turn that off. A month that breaks the law never does.
07–1313–1919–07
30 days free. No card. You set up your first ward in minutes.
07–1313–1919–07
Next month, already written.
One 30-bed medical ward, twenty-three nurses, four weeks. Filax writes the whole month from three things it already knows about your ward. 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 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.
06:30. Christina cannot come in.
The call no rota 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 ward is six of six again.
Staffing law, built into the rota.
Filax checks every shift against the nurse-to-patient rules your ward works under.
In Cyprus, for example, the law sets a minimum for each part of the day:
A 30-patient medical ward
07:00 – 13:00
6 nurses
The law: 1 for every 5 patients
Tuesday: 6 on the rota
13:00 – 19:00
5 nurses
The law: 1 for every 6 patients
Tuesday: 5 on the rota
19:00 – 07:00
4 nurses
The law: 1 for every 8 patients
Tuesday: 3 on the rota · 1 short
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 rota 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 rota 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 ward’s rota 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 ward 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.
Proof for your director, and for the inspector.
Every month, six answers for every ward, 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 the ward’s 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 the ward’s 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 ward sees only its own.
A ward’s admin sees their own wards and the people in them, nothing more. Only the hospital’s supervisor sees every ward.
Sick leave stays private.
Sick days are health data. Only the nurse, the supervisor and the admins of the nurse’s own wards can see them.
Kept in Frankfurt, in the EU.
Your hospital’s data is stored in Frankfurt, 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 rota that month — when someone leaves, the bill goes down.
How many people are on your rota?
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
- Over a year
- €3,120
- Or pay yearlytwo months free
- €2,600
Next Sunday night,
leave the spreadsheet closed.
We set up your first ward with you,
and Filax drafts next month.
€6.50 per person, per month, after the trial · No minimum · No fixed term