Rosie — Your digital command center

Rosie is your digital app for everyday work: view your plan, enter wishes, complete tasks per shift, report sick, request holidays, chat with colleagues, submit improvement ideas — all in sync across every device. You can install Rosie as an app on your smartphone or use it in the browser.

What you can do with Rosie:

On your first visit you accept the privacy gate (nDSG/GDPR) and sign in with your email and password. You can pick the language (DE/FR/IT/EN) right in the sign-in window. You can change your password yourself anytime under “My profile → Change password”. Forgot it? On the sign-in page, the “Forgot password?” link opens a form — you get an email whose link is valid for 60 minutes. No admin needed.

On your phone, the bottom bar leads to Plan · My Day · Wishes · Absences · Messages · More; a label that is too long wraps onto a second line. Under More you’ll find My profile, the ICS calendar subscription, team contacts, “Idea & feedback”, appearance (color mode Automatic by sunrise and sunset/Light/Rosé/Dark, view Automatic/Mobile/Desktop) as well as language, help, voice command and log out. On a computer the tabs are called Shifts · Tasks · Wishes · Absences · Team · Messages · Ideas; language, color mode, help, your profile, log out and the bell 🔔 are at the top right. Areas your organization has hidden for you don’t appear.

The 🔔 bell is your notification inbox (badge ≤9 or “9+”). Help opens this manual at the section for the tab you are in. You reach My profile via the user icon at the top right or under More → My profile.

In the Plan tab, the Today card at the top shows your shift for today and the time until it starts or ends. Below it you choose the view:

Approved holidays and absences show up as such in your plan, not as “off”. If a month can’t be loaded, Rosie shows “Retry” instead of an empty plan. When you tap one of your own shifts, Swap shift and Request time change open (see “Change shift time & swap shifts”). ICS only exports your own shifts to Google Calendar, Outlook or Apple Calendar. If a month is not yet published for your team, tap one of your own days to enter a shift wish right there.

Shift types, codes and colors are company-specific — the admin defines them under “Shifts”. Common examples from everyday care work:

The graphic with a sun and a moon shows your day chronologically in “My Day” (see “My tasks”). It updates live (a tick every minute) and you can switch between days.

In the Wishes tab you enter shift and off wishes with priority 1–3 — on your phone in the wish calendar: tap a day or “Log a new wish”. Your admin has given you an allowance per area and priority; the display shows how much of it is still free. Wishes can no longer be entered for past days. You request holidays with a from/to date and an optional note; status: submitted / approved / rejected. You can withdraw a submitted holiday request yourself; approved holidays can only be deleted by scheduling. Approvals often come directly by push — one click and you land in the right area.

In the My Day tab (on a computer “Tasks”) you see the tasks of your current shift — chronologically — in a shift-flow graphic (sun/moon, live tick every minute). Change status by tapping: ▶ Start · ✓ Done · ↩ Return (with a reason). New tasks blink briefly. In the task detail you find the history with messages and attachments as well as linked QMS documents (PDF/DOCX). You get a push notification when a new task is assigned to you.

In the task detail, chips appear for linked QMS documents. Clicking opens a PDF inline or a DOCX directly in the browser (via mammoth.js) — no download needed. You can only pick documents you are allowed to read yourself; a linked document can be removed by the person who assigned the task, by scheduling and by the admin.

In a task’s history, use Attach photo/PDF to attach a photo — on your phone straight from the camera or from the gallery — or a PDF. A file may be at most 3 MB; the app shrinks large photos. A task holds at most 10 attachments. Everyone who can see the task’s history can see the attachment; it can be removed by the person who uploaded it, by the person who assigned the task and by the admin. If the task is deleted, its attachments disappear too.

The Absences tab has three sections: Sickness/accident, Blocked dates and Maternity. Every role has this tab — admins and planners report themselves sick here too. For sickness/accident there are four types: 🤒 Sick acute · 🏥 Sick long-term (from 15 days) · 🩹 Accident acute · 🚑 Accident long-term. You don’t have to give a reason — the employer may not ask for the diagnosis, the medical certificate is sufficient (Art. 328b CO, nDSG). The report goes to the responsible people for approval; once approved, the days appear as an absence in the plan and are locked for AI planning. For “acute”, your planned shifts from the start date to the end date are cancelled once approved.

Under My reports you see every report with its status (pending, approved, rejected with reason, withdrawn). You can withdraw a pending report at any time. You can only withdraw an approved sickness or accident report if you reported it yourself; if scheduling recorded it, it says “Recorded by scheduling”. When you withdraw, the absence is removed from the plan; the shifts that were replaced on approval don’t come back — scheduling re-plans those days and is notified. If the report has already started, Rosie asks you to confirm: only withdraw it if it was a mistake. Recovered earlier? Contact scheduling — they shorten the report and your sick days stay credited. If the month is already closed, only scheduling can still withdraw it.

If the medical certificate is still missing, add it to a pending or approved report under “My reports” with Add certificate (photo or PDF, at most 3 MB). The approvers are notified. A certificate that is already on file can only be replaced by the administration.

Under Blocked dates you request days on which you don’t want to be scheduled — type leave, private appointment, training or other, reason optional. “My blocked dates” shows the status; you can withdraw pending requests yourself, approved blocked dates can only be deleted by scheduling. Under Maternity you voluntarily report a pregnancy or birth: scheduling then respects the deadlines of the Labour Act (Art. 35a ArG), and only you and the people responsible for the roster see your details.

When you tap one of your own shifts in the Plan tab, you request a time change or swap the shift with a colleague. You can also reach the swap in the “Wishes” tab via “Request shift swap”. The decision arrives as a notification; you see the status in the “Plan” tab under My Requests: ⏳ pending / ✅ approved / ❌ rejected (with reason).

In the Plan tab, My Requests shows your open swap requests (incoming and outgoing), time changes and shift takeovers, with the history of the latest decisions below. If you may approve time changes, pending requests appear above under “To approve”. You find sickness and accident reports in the “Absences” tab under “My reports”, blocked dates under “My blocked dates”; holidays, wishes and unpaid leave in the “Wishes” tab.

On your phone under More → Idea & feedback, on a computer in the Ideas tab, you submit a suggestion — or report a problem (category “Report a problem/bug”). The idea goes to the server; admins and planners are notified right away and handle it with the statuses submitted / under review / implemented / rejected. Your name is shown so the admin can follow up.

Messages tab → New → choose a recipient, write. Photos are shrunk automatically, files up to 5 MB are possible. With the microphone button you dictate text into the input field: for this, your browser or operating system sends the recording to its own speech recognition service — the first time, Rosie asks for your consent. The 🌐 button translates into 14 languages. Conversations with several people appear as a group. Anyone whom your company’s messaging policy allows may write.

Openly posted shifts — some with a cover bonus — are listed in the Plan tab under Open shifts, if your organization has enabled this view for you and your qualification matches. You volunteer with a tap; if approval is needed, scheduling decides and you are notified. Past shifts and postings without a date no longer appear there. When you take over a shift, Rosie checks whether you have holidays, an absence or a blocked period that day, and checks the rules of the Labour Act.

To enable: open the bell → “Enable push” → confirm the browser permission — or in the “Set up your device” window that appears after the first sign-in on a device. iPhone: only possible in the installed PWA (Add to Home Screen). Triggers: a new plan, a new task, a processed request, a new message, an open shift. The admin can control push categories, and the company sets the quiet hours. In your profile under Notifications you choose which events also reach you as a push, and you can add your own quiet hours; the bell still shows everything. Some push notifications contain deep links: tapping “New message”, for example, opens the chat directly.

The bell at the top right shows you all incoming notifications with a badge (≤9 or “9+”). Even if you missed a push, you’ll find it here.

“Plan” tab → “My Week” or “Full month” → “ICS” (on a computer: the “ICS” button next to the plan). The file only contains your own shifts from published months — other people’s shifts are never included. An exported file is a snapshot; when the plan changes, you need to export it again. A personal calendar subscription is also available, as described below.

Tap More → Appearance → View → Mobile. If the bottom navigation is missing after choosing “Desktop”, tap Use mobile view at the top of ROSIE.

Automatic selects the view for your device. Mobile and Desktop are saved as your choice on this device. The button only changes the layout in ROSIE.

iPhone (Safari): Share → “Add to Home Screen”. Android (Chrome): the “Add to Home screen” banner or ⋮ → “Install app”. Benefits: push (on iOS only after installation), faster start, full screen without the address bar. The service worker keeps the app itself locally so it starts instantly — but deliberately not the roster data: it contains health information, and R.O.S.I.E. often runs on shared ward PCs. You need a connection to work with it.

You reach your profile via the user icon at the top right or, on your phone, under More → My profile — not via the team list. There: profile photo, master data, change password, calendar subscription, notifications and the privacy overview. You choose the language under More → Language. Sickness/accident reports, blocked dates and maternity are reported in the “Absences” tab. There is no “Plan history” card in this app version; administration creates your timesheet and hands it to you.

Your data is visible only to configured approver roles (e.g. nursing management, planners). You exercise your rights (access, rectification, erasure, data portability) with the admin; contact: datenschutz@rosie-app.ch. Sensitive data in analytics is anonymized (PII scrubbing, k-anonymity ≥ 4). For voice commands, Rosie removes phone numbers, social security numbers, IBANs, email addresses and dates before the recognized text goes to the AI service — but not names, so please avoid saying any.

You start the voice command on your phone under More → Voice command, on a computer via the microphone button at the top. It knows 7 commands (Sick · Shift wish · Holidays · Shift swap · Status · Navigation · Help). The admin decides whether it is available to you; Rosie checks this before the microphone starts. Before the first use you give your consent. The consent has been reworded — if you have used the voice command before, you confirm it once again.

Your browser or operating system converts the recording into text via its own speech recognition service — this service is operated by the browser or operating system provider, not by Rosie. The recognized text is then sent to an AI service to recognize the command; phone numbers, social security numbers, IBANs, email addresses and dates are removed automatically beforehand, but names are not. So please avoid saying the names of colleagues or people in your care.