AI planning
Every shift filled with the employee who fits best
Smart Planning finds, per shift, who has the right skills, is available, stays within contract hours and lives nearby. You see why, and you decide.
- AI suggestions with an explanation per candidate
- Fill a day or week, then adjust
- Offer and accept through the app
Candidates for Hall 2, early on Wed 11-11
Karol NowakForklift certificate, 12 km, available96%Propose
Anna MazurOrder picking, 8 km, available91%Propose
Piotr KowalLives in Venlo, unit A88%Propose
- 4 daysWAB notice checked before sending
- 5 factorsSkills, availability, contract hours, distance, history
- 1 clickTo dismiss a suggestion, no reason needed
- Per cellCapacity and fill rate per department and shift
The problem
Planning takes more time than it should
Sound familiar?
- Searching for who's available and has the right certificate
- Calling round to check someone is really coming tomorrow
- Mistakes in contract hours or notice periods
- Only seeing on Friday that the week isn't filled
With Hub4Flex
- Suggestions per shift, sorted by how well someone fits
- Status of every offer in one overview
- Contract, hours and WAB notice checked
- Fill rate per cell, per day and per week
Features
Everything to get the week covered
AI suggestions per shift
The best-fitting candidates on top, with a match score and a short explanation.
Weekly planning per client
Client, location, department, line and role. With ISO week numbers and 24-hour times.
Fill a day or the week
Copy a day across the week and let Smart Planning fill the gaps.
Offer through the app
Employees accept or decline in the app. They're only scheduled once they accept.
Rules checked in advance
WAB notice, contract hours and weekly limits. A late call shows before you send it.
Explainable AI
Every suggestion shows what was and wasn't checked, so you know what to look at yourself.
AI suggestion
AI that explains what it checked
With every suggestion you see why someone fits and what wasn't checked. A suggestion can always be dismissed, no reason needed.
- Skills and certificates
- Availability and contract hours
- Distance, housing and transport
- Previous shifts with this client
Candidates for Hall 2, early on Wed 11-11
- Karol NowakForklift certificate, 12 km, available96%Propose
- Anna MazurOrder picking, 8 km, available91%Propose
- Piotr KowalLives in Venlo, unit A88%Propose
Offers
Scheduled only after acceptance
Employees receive the offer in the app. Declined or expired offers show immediately, so you can adjust before the shift starts.
- Status per employee: sent, accepted, expired
- Fill rate per shift updated
- Reminder for open offers
- Anna MazurAccepted
- Karol NowakAccepted
Ioana RaduSent- Piotr KowalExpired
3 of 4 filled, 1 openCompliance
Rules you don't need to remember
The four-day WAB notice, contract hours and weekly limits are built into the checks. ABU or NBBU phases sit with the employee.
More about CLA and compliance- WABCall on Mon for Fri: 4 days, on time
- ATWAnna Mazur nears the weekly limit
- WarningOfficial, next step: final
Try it yourself
Pick a shift, review the suggestions
An example with made-up employees. Click propose and see what happens.
- Explanation with every suggestionChecked and not checked, listed separately.
- You decideNothing goes to the employee without your click.
- Sorted by matchThe best candidate is on top.
1. Pick a shift
2. Review the suggestions
- Karol NowakForklift certificate valid, 12 km, available, 3 previous shifts hereNot checked: language level B196%
- Anna MazurOrder picking, 8 km, contract 32 of 40 hoursNot checked: driving licence91%
- Piotr KowalLives in Venlo unit A, ride 06:15 has a seatNot checked: previous shifts88%
- Ioana RaduDispatch experience, available, 6 kmNot checked: forklift certificate94%
Marek NowickiPrefers late shifts, 15 km, licence BNot checked: language level B189%- Anna MazurWould exceed 40 hours this weekNot checked: —62%
- Piotr KowalHas done returns, availableNot checked: language level B193%
- Karol NowakAvailable, 12 km, Friday ride fullNot checked: transport84%
Elena StanNew, onboarding not finishedNot checked: —58%
How it works
From an empty week to a full schedule
- 1
Set up shifts
Per client, department and shift, with capacity per cell.
- 2
Review suggestions
Smart Planning shows the best-fitting employees per shift.
- 3
Offer
You confirm and send. Employees accept in the app.
- 4
Adjust
Declines and expired offers show up straight away.
Also in Smart Planning
Features planners use every day, next to the suggestions per shift.
- Auto-planFill a whole planning in one go. You see a preview first and confirm it yourself.
- Weights per clientSet per client how much skills, languages, distance and housing count.
- SubstitutionWhen someone drops out, you arrange the replacement from the same planning.
- No-show and withdrawalMark a no-show. Employees can withdraw themselves up to a minimum notice before the shift.
- Cost per planningSee what a planning costs, broken down by part.
- No double bookingsAn employee cannot be in two plannings at the same time.
Does Smart Planning schedule without me?
No. Smart Planning makes suggestions. You confirm and send the offer. Only when the employee accepts are they scheduled.
What does the AI base its suggestions on?
On skills and certificates, availability, contract hours, distance and previous shifts with the client. Every suggestion shows what was and wasn't checked.
Does Smart Planning account for the WAB?
Yes. The four-day notice period is part of the checks. A late call shows before you send it.
Can I plan without AI?
Yes. You can fill every shift yourself. The suggestions are a tool, not an obligation.
See what Hub4Flex does for your agency?
Book a consultation. We show the platform on your situation, with no obligation.
- 1You request a callTakes a minute. We reply within two working days.
- 2We discuss your situationHow you plan, house and transport today, and where the time goes.
- 3You see Hub4Flex at workWith your clients, shifts and accommodation as the example.