Rosie — The Full Configuration

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As an admin you control everything: employees, structures, shifts, plans, approvals, reports. Recommendation on first login: run through the Onboarding Wizard, then Structures → Shifts → Wish Budget, and finally create your first plan.

When a new organization signs up, ROSIE suggests matching entries from the commercial register (Zefix) in the first step, from three characters onwards. If you pick a suggestion, ROSIE fills in the company name, address, postcode, town and canton; everything stays editable. If the search finds nothing or can’t be reached, you enter the details by hand — “Next” always remains possible. Weekly hours at 100% (20–50 h) and working days per week (5, 6 or 7) are required; ROSIE doesn’t suggest a number.

The setup assistant walks you through 6 steps (0–5): Privacy notice → Company → Shifts → Import employees → Target hours → Done. A progress indicator shows the current step. If you close the assistant mid-way (step 1–4), it asks for confirmation; once confirmed, it remembers ONLY the step position (not your entries) locally in the browser and offers to resume there or start over next time you open it.

Roles are freely definable per tenant (Structures → Roles). Per employee: multi-roles + "display role" for the display; additional flags: isScheduler, Springerpool, mayMessageAll.

Choose four separate approver boxes per role:

The Structures tab has 4 sub-pills:

Office-day time is set globally (start/break/end). Office days per role (count, frequency week/month).

Planning weekends and office days

Under Admin → Structures → Roles, you choose how scheduling handles weekends and office days. These settings apply to your organisation.

Full weekends

When this setting is active, scheduling prefers people for Sunday who already worked on Saturday. It may depart from this preference when someone is overloaded or coverage is insufficient. The setting therefore does not guarantee that the same people always work both days.

Office day or shift coverage

With Shifts first, scheduling moves the office day if shifts might otherwise remain uncovered. With Office first, the day stays reserved; this can leave gaps in shift coverage.

Count office days towards planned hours

With Yes, the office day’s duration counts towards the person’s planned working hours. With No, it remains outside the distribution of hours. This choice controls scheduling.

Office day replaces or supplements a shift

Inclusive reserves the day for office work. Additive allows an additional shift on the same day if working times and labour law permit it. The office day and shift must belong to the same planning area.

Under Company you enter the industry as free text (e.g. care, hospitality, home care, cleaning services). There are no industry templates or shift-type suggestions — the field is purely for internal reporting, you always create shifts yourself under Admin → Shifts.

"+ Employee" → required fields first name/last name/email/role. The team list shows each person in a compact row. For people with access, “Message” (speech bubble) opens a conversation directly; for people without access but with an email on file, “Send access” (open padlock) appears instead. In the edit modal you maintain:

Per shift you maintain: name, abbreviation, start/end, break mode (paid_break yes/no — r163), color, area, multi-select departments, role restriction.

The session default shift setting for meetings is additive. There are no industry templates — every shift is created by hand. Shifts take effect everywhere (plan, wish form, surcharges, AI, paintbrush).

Max h/day, h/week, rest time, warning thresholds. Overtime: threshold, compensation (pay / timeoff / both), multiplier. Canton selection + target-hours calculator. Cantonal public holidays are loaded automatically.

Tenant-configurable Swiss Labour Act rules:

In the admin tab Shift/Time-Off Wishes you set limits per area × priority (1–3). Period: rolling or fixed date window. countFremdwuensche decides whether planner entries count against the employee's allowance. With several areas per employee, the strictest area limit wins.

4 types: sickness / sickness_longterm / accident / accident_longterm. Workflow pending → approved / rejected / cancelled. Approver roles are configurable (default: Administrator, Scheduler, Care Manager, Person in Charge of the Day). Mode GLOBAL or PRO_STATION.

Once approved, the absence appears in the plan and locks the days for AI planning. Weekends and public holidays can be excluded configurably. On the lock screen, push notifications about absences mention neither the name, nor the type of absence, nor a rejection reason.

You can approve or record an absence afterwards for any person — including archived, deactivated or departed people — for all days from the entry date up to and including the exit date. ROSIE never approves days after the exit (or before the entry) and never writes them into the plan. If an absence runs past the exit, ROSIE offers “Approve up to leaving date” and never shortens it on its own; for a sickness or accident report the confirmation also refers to Art. 336c CO (if the employer gave notice, the notice period may be extended — in that case, update the leaving date first). The approval list and the planner cockpit mark archived, deactivated and departed people, without health status or reason for leaving. If the exit has already been processed, the confirmation reminds you that ROSIE now only calculates the leaving month — if that month’s pay has already been run, a follow-up report to payroll is required.

People withdraw open requests of any type themselves. They can only withdraw an approved sickness or accident report if they reported it themselves; all other approved absences, holidays and blocked dates are withdrawn only by the administration, with a seal check and a log entry. If someone withdraws an approved absence, the person who approved it and the scheduling for their area receive the notification “Absence withdrawn”: as a push without name or type of absence, in the app for 14 days with the name, period and number of replaced shifts. The shifts replaced on approval don’t come back, and nothing is closed automatically — re-plan the days. The push follows the switch “Notify approvers of new requests”.

Employees attach the medical certificate as a photo or PDF (at most 3 MB) or add it later under “My reports”; the approvers are notified. You open and download it in the approval. Only the administration replaces a certificate that is already on file.

Publish and Print are separate flows (r154): Publish sends a push to all employees and shows them the area; Print acts on the print dialog. The publication history is available; the status-quo month strip shows a published badge.

Employees can only swap shifts and take over open shifts in published months; before that, they see their shifts dashed with “not yet published — changes possible”. In every plan, a small profile photo or the initials appear in front of the name; the JPG export and printing stay without photos. In the planning week view on a phone, the whole week is always visible; tapping shows the shift name and times.

A cover bonus belongs to a single openly posted shift; employees volunteer in the “Plan” tab under “Open shifts”, and you approve. Past postings and postings without a date no longer appear there. On a takeover, ROSIE checks the person’s holidays, absences and blocked periods as well as the rules of the Labour Act. A stand-in assignment runs through the stand-in pool = list of people with surcharges (own cards: adminSpringerCard, adminSpringerListingCard).

The "Shift Swap" tab has 3 sub-tabs:

Mutation polling every 60 s (window.mutationsRefreshTimer). Several approvers per mutation possible; approval timeline + notes. Approving also works directly from the push notification (deep link).

In Admin → Import/Export, “Monthly close & seal” lets the administration seal a published month after month end. A sealed month is write protected until the administration removes the seal with a reason. Sealing requires the Compliance tier; payroll and time exports remain available without a seal. Before export, ROSIE shows whether a frozen snapshot exists. Older seals without a snapshot are clearly marked.

Export: standard CSV and PDF. There is currently no XLSX export.

Who is in the export depends on the date: the payroll export and the time record include everyone employed in the selected month — including the leaving month, with sick and accident days. People already archived after leaving are included as well, and the export lists them in a note; in the time record selection they carry the suffix “(archived)”. If they can’t be loaded, ROSIE asks before exporting. The time record calculates target hours from the entry date to the leaving date.

Admin → Surcharges: time surcharges (card UI with 24h bar), calculation modes pay % / time % / rate %. Surcharges for stand-in assignments and cover bonuses (CHF/assignment).

Min confidence 0.5–1.0 (default 0.7), min occurrence 2–50 (default 5 / 30-day window). Prompts are anonymized — no staff.id in the LLM path (DPA firewall).

Photos and PDFs from the device can be attached to a task — when scheduling creates it (up to 3 files) and afterwards in the task history by everyone allowed to write there; on a phone directly with the camera or from the file picker. At most 3 MB per file (the app shrinks large photos), at most 10 attachments per task and 20 uploads per person in 10 minutes; storage is encrypted. Anyone who can see the task history can see an attachment; the person who uploaded it, the person who assigned the task and the administration can remove it. Attachments are deleted with the task, otherwise with the history after two years.

PDF/DOCX up to 25 MB, object storage (tenants/{tenantId}/qms/{id}), metadata in the database (qms_documents). Upload permission via qmsUploaderRoles (admin or configured roles).

3 visibility modes: task_only (default), public, roles_restricted with visible_roles JSON. Soft-delete cascades to task_qms_links.

Doc picker in the task editor (#taskNewQmsPicker): chips with comma-separated data-ids; PATCH /api/tasks/:id/qms-links with {add:[], remove:[]}. Only documents the person may read themselves can be picked; a linked document can be removed by the person who assigned the task, by scheduling and by the administration.

All ideas visible with author. Status buttons (submitted / in_review / implemented / rejected), admin notes, is_appropriate filter.

Live push to all Admin / Scheduler / Developer on a new idea (r152, pushGated idea_received). Merkle hash + parent_hash in improvement_suggestions. Auto-sync every 60 s.

Messaging policy: 1to1 (open) / groups (within teams) / hierarchy. Add-on peerChat: off / company / bereich. Per-staff mayMessageAll bypasses the policy.

Quiet Hours: companySettings.quietHours {enabled, start, end} — default 22:00–07:00. Within the time window, all push categories are delivered silently. Under “My profile” → “Notifications”, employees can add their own quiet hours, which only extend the window and never shorten it. A push notification for a new message only shows the sender, never the text.

Alarm categories individually controllable: bounty · planPublished · adminAlert · messages · absenceResult. Exception: if a posted shift stays unfilled or a posting expires without anyone taking it over, scheduling and the administration always receive this message — even if they have switched the category off.

Web Push via VAPID, idempotent subscribe UPSERT after login (subscribeToPushNotifications(true)). iOS: push only possible in the installed PWA. Active/inactive per category (see Messaging Policy).

Admin → System: Quick audit, KPI analysis, retention config, audit ledger with Merkle hash chain over AUDIT_LEDGERS + storage fallback (r154 Quick-Audit fix). Every entry contains a predecessor hash; tampering is detectable immediately. revFADP-compliant.

The server always matches duplicates by email server-side and skips them — there is no "overwrite all" mode anymore. DPA filter blocks AHV, IBAN, religion, salary, health data. For a complete fresh setup, the 6-step setup assistant is also available (see section above).

Payroll preparation requires activation; export formats: CSV / PDF incl. r163 extension (paid/unpaid breaks, stand-in assignments and cover bonuses separate).

Download the roster

At the top of the roster, you will find the PDF, JPG and ICS buttons. PDF lets you print the roster, while JPG saves it as an image. ICS downloads your own shifts as a calendar file. Under Admin → Import/Export, the roster export entry takes you there.

Optional licensed modules: Quality management (QMS) · Voice-to-Schedule · Payroll preparation & finance · Smart Matchmaker · Workload radar · Regional network. Text recognition (OCR) no longer exists.

4 app languages: DE / FR / IT / EN — 42 keys × 4 languages = 168 translations (monatsabschluss / mahistory / qms / shift_rules / preferences / vacation / common). Definitions also present for RM / SQ / BS. Chat translation: 14 languages client-side.

Login: PBKDF2-SHA-256 (4 × 100,000 chained iterations, salt). Session token; after 30 minutes without input the session ends and the sign-in window states the reason. Invitation email from support@rosie-app.ch, link valid for 7 days. For people already on file without access, “Send access” sends a link with which they set their password themselves (also 7 days); if the person already has a password, ROSIE refuses and changes nothing. Forgotten password: link on the sign-in page, valid for 60 minutes. Self-service password change in your own profile.

Global ESC handler + focus trap in modals. ARIA progress bar for the onboarding wizard. Mode pills for brightness.