Month 1
Understanding the requirements
We defined the scope with the company and mapped how decided hours, shifts and reports relate.
SjälvAssistans — Personal assistance management, from schedule to payroll
Web application · Healthcare
SjälvAssistans is a personal assistance management system for assistance companies in Sweden. Schedules, time reports and payroll documents live in one place. The office also plans every hour against the Försäkringskassan decision.
The problem
Three files for one person's hours.
An assistance company plans shifts for many assistants around one person's decided hours. Before, the schedule sat in one file, the time reports in another, and the payroll documents in a third. So nobody could see in time whether the hours matched the decision.
Information in three places
Schedules, time reports and payroll documents lived in separate files, so the full picture took hours to assemble.
Shifts against a decision
Every month has a decided number of hours. Planning shifts without seeing that number meant too many or too few hours.
Time reports after the fact
Assistants reported hours on paper or by message, and the office typed them in again.
Payroll from scratch
Every month the office rebuilt the payroll documents by hand and worked out unsocial hours separately.
What we built
Personal assistance management that starts with the schedule.
We built personal assistance management that starts with the schedule. The office plans shifts against the decided hours, and assistants report their time on those same shifts. Then the approved reports become the payroll documents.
Personal assistance scheduling
Week and month views show scheduled hours, decided hours and the difference, with vacant shifts marked.
Time reporting on the shift
Assistants report time on their own shifts, so the report and the schedule are always the same thing.
Payroll documents
Approved time becomes payroll documents. Unsocial hours count automatically once you choose a collective agreement.
One place for the team
Employees, time off, tasks, messages and reports sit in the same system, on the computer and on the phone.
How it came together
Seven months, one workflow at a time.
First we mapped the needs. Then we built scheduling, time reporting and payroll documents in that order, so the office could use each part before the next one was ready.
Month 2
Designing the experience
Clear navigation and practical screens, for the office and for assistants on their phones.
Month 3
Structuring the application
The data model around clients, assistants, shifts and reports, and the roles that use them.
Month 4
Developing the core
Scheduling with week and month views, and the first time reports on real shifts.
Month 5
Connecting the workflows
Next, schedules, reported hours and payroll documents joined into one flow, with the decision as the reference.
Month 6
Testing with the office
Together with the office, we ran real months through the system and refined the flows where it got stuck.
Month 7
Going live
Finally, the system went into daily use at app.sjalvassistans.se.
The result
Hours that match the decision.
SjälvAssistans runs at app.sjalvassistans.se after a seven-month build. Now the month view shows scheduled hours against the decision and who pays for them. So the office sees a difference before the period closes, not after.
FBFatema Begum
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