Choosing staff scheduling software: what to demand
A neutral checklist for choosing staff scheduling software. Eight things that separate a time-saving tool from a mere calendar.
How to compare the options
Good staff scheduling software does more than share a calendar. As you compare the options, work through these questions – they separate a time-saving tool from a plain spreadsheet. The list is neutral and not a ranking.
1. Automatic scheduling
A shared calendar alone doesn't save time. The tool should propose a ready rota, not just show empty slots.
In SutjaSutja proposes a ready rota that respects wishes, skills and rest periods.
2. Interpreting local agreements
Finnish shift work rests on collective agreements. A foreign tool usually doesn't know them.
In SutjaSutja interprets the MaRa, social services and property services agreements and calculates premiums automatically.
3. Statutory rest periods and limits
A rota must meet the Working Hours Act's rest periods and maximum hours. Checking by hand is error-prone.
In SutjaSutja checks rest periods and limits on every shift and never suggests breaking ones.
4. Real-time cost visibility
Labour cost is best seen before publishing, not only in payroll.
In SutjaSutja shows the cost and the upcoming payroll total in real time while planning.
5. Payroll export
Re-keying hours into a payroll system takes time and introduces errors. The same goes for mileage allowances, per diems and expenses.
In SutjaSutja exports hours, premiums, mileage allowances, per diems and expenses as payroll data to Netvisor, Procountor and Fennoa.
6. Employee experience
Wishes, shift swaps and mobile use affect engagement and finding substitutes.
In SutjaEmployees submit wishes and absences and see their shifts on their phone.
7. HR in the same system
A scheduling tool alone isn't enough: contracts, qualifications, absences and payroll data need HR tools alongside. Two separate systems mean entering everything twice.
In SutjaSutja does both: scheduling and HR (contracts, qualifications, absences, time bank, payroll data) in one place.
8. GDPR and data residency in Finland
A scheduling and HR system processes personal data: contracts, pay and reasons for absence. GDPR-compliant processing is the bare minimum, and given how sensitive the data is, it is worth requiring that it stays in Finland with a Finnish provider. That keeps support, contracts and oversight domestic, and no data leaves the EU.
In SutjaSutja is a Finnish company: servers, personal data and support are in Finland. Processing is GDPR-compliant, and the data processing agreement, the security overview and the sub-processor list are public.
This is a neutral checklist, not a competitor comparison or a ranking. Use it to evaluate any staff scheduling software.
What this looks like in practice
Sutja is one option among many. Below is the whole planning period where shifts, absences, hour balances and rules stay in front of the planner. Walk through the list and compare for yourself.
Hoivakoti Aurora
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Shifts
Hoivakoti Aurora
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⌘K
Hoiva A
Workspace
Päivi Rantanen
paivi@aurora.fi
Planning periods
Week view
Timeline
Balancing period
13.7.–2.8.2026 · 3 vk
1157 / 1150 h
+6.5 h overtime
Wk 29–31
Social care · test period
159
Shifts
3
Unpublished
1 157 h
Total hours
21
Skill gaps
Day
Evening
Night
Away
13 Jul–2 Aug
Vko 29
13.–19.7.
Vko 30
20.–26.7.
Vko 31
27.7.–2.8.
Mo
Tu
We
Th
Fr
Sa
Su
Mo
Tu
We
Th
Fr
Sa
Su
Mo
Tu
We
Th
Fr
Sa
Su
Σ
Marja Laine
116.0 / 114.9h
Pasi Lappalainen
78.5 / 114.9h
Kari Salminen
120.0 / 114.9h
Tuula Rantanen
92.0 / 114.9h
Janne Lehtonen
90.0 / 114.9h
Anna Virtanen
138.5 / 114.9h
Mikko Korhonen
117.0 / 114.9h
Cost
4 210 €
4 386 €
4 402 €
12 998 €
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