Healthcare and education

External workers in care and education: shifts filled without losing the overview

Pactos brings requirement, providers, records and billing together in one system – and shows before the first shift whether the records are complete.

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Companies that run their external workforce with Pactos

Vaillantunique PersonalserviceVolvoKNUTH WerkzeugmaschinenNoerpel GruppeHive TechnologiesManpowerSCS Supply Chain StaffingBürgerTalent Spring Expertum
Everyday reality

Five places where the roster and the people do not fit together

  1. Night shift open
  2. No overview
  3. Records
  4. AÜG deadlines
  5. Invoice verification
Without Pactos

When someone drops out, the phone chain starts

Valuable time often passes before the night shift is filled. One provider after another is called, and in the end usually only the person on the phone knows who has already agreed.

With Pactos

One request, all providers

You report the requirement once and the request goes to the suitable providers. You see immediately who has seen it, accepted or declined. Templates for qualification and shift save extra coordination.

Without Pactos

Many providers, no shared picture

Requirements, offers and assignments are usually spread across phone, email and spreadsheets. That leaves no quick overview of who is working where, at what rate and through which provider.

With Pactos

One picture across all facilities

Assignments, rates and providers sit centrally in one place, by facility, unit and cost center. Management and administration work from the same position.

Without Pactos

Records expire without anyone noticing

Measles protection, the professional certificate, the criminal record check and instructions all have to stay current. With many workers and providers that quickly turns into constant chasing by phone.

With Pactos

An expiry date instead of a ring binder

Records are stored directly with the person, including validity and a reminder before expiry. If something is missing you see it before the shift and not afterwards.

Without Pactos

Deadlines with a liability risk

The maximum assignment period, equal pay and expiring licenses are often still tracked manually. If a deadline is missed, unnecessary risk quickly arises.

With Pactos

The clock runs along in the system

Pactos tracks the assignment days for every person and every hirer, accounts for interruptions and warns in good time before a deadline. Critical assignments in the coming weeks are visible directly.

Without Pactos

Nights, Sundays, public holidays: invoices quickly get complicated

Premiums, different rates per provider and qualification and short-notice changes to shifts quickly make invoices hard to follow. Reconciling every line individually with the roster costs time.

With Pactos

One chain from the shift to the invoice

Purchase order, approved times and invoice are reconciled with one another directly. Discrepancies come to light before payment, and costs stay in view per facility and cost center.

Who works for you

Three occupational groups you look for, and one service you buy

In care and education, different occupational groups work on the same roster, each with their own requirements and records. Contracts for work and services follow a different model. Pactos maps both in the same system.

Registered nurses

Registered nurseIntensive careSurgical and anesthesia techniciansAnesthesia

Typical for absences, holiday periods and permanently open positions. Frequently several providers are used per facility.

What matters

Temporary staffing license, authorization to use the professional title, measles protection, equal pay from the tenth month, maximum assignment period.

Care assistance and support

Care assistantsSupport workersDaily living supportWard service staff

A large group with often very short-notice demand, in some cases for single shifts only. Here too, qualifications and records have to be complete.

What matters

Proof of qualification for support workers, measles protection, induction into the facility and the roster, working time records.

Education and therapy

Early years educationCurative education and careSchool supportTherapy

For cover in daycare centers, schools and child and youth welfare facilities, depending on the model through staff leasing or on a fee basis.

What matters

Extended criminal record check, measles protection, proof of qualification and, for fee-based workers, the distinction from false self-employment.

Contracts for work and services

CleaningKitchenHousekeepingSecurity serviceTechnical services

Here you are not buying a single shift but a clearly delimited service. The provider delivers it with their own people, often permanently on site.

What matters

The distinction from leasing, records for subcontractors too, access and hygiene rules.

The modules that make the difference in care and education

Every module is part of the standard. These six are particularly relevant to day-to-day care and education, and each one leads to the full description.

Requests and guided buying Report a requirement, distribute it to provider groups in stages, and track orders with their status. Shift planning Plan shifts per facility, unit and qualification and see gaps before the shift begins. Timesheets Capture and approve hours digitally: the basis for the invoice being right. Compliance check Retrieve and check clearance certificates and provider documents automatically. Billing and invoice verification Map surcharges, collective agreements and cost centers, check the invoice against order and record. Analytics Analyze volume, costs and provider performance per facility and cost center, at the push of a button.
Reporting a staffing requirement in Pactos: role, quantity, shift model, site and distribution route in one form.
The view from the Pactos platform for the module highlighted at the time.
Records and deadlines

What has to be evidenced in care and education

These records decide whether someone may start a shift. Pactos keeps them directly with the person, the provider and the assignment, including validity and a reminder.

An overview for orientation, as of August 2026, not legal advice. Which records your operation needs in an individual case depends on collective agreement coverage, the activity and the site.

Four things that run differently after the rollout

Shifts get filled, not phoned around

One request reaches all suitable providers at the same time. You see immediately who has responded and where an answer is still missing.

Records are reported, not discovered

Measles protection, the professional certificate, the criminal record check and instructions are tracked with their deadlines. The reminder arrives in good time before the next shift.

Invoices that match the roster

Purchase order, timesheet and invoice hang together directly. Discrepancies in hours or premiums come to light before the invoice is paid.

One picture across all facilities

Volume, costs and provider performance can be analyzed by facility, operator and cost center, without having to gather lists first.

What customers achieve with Pactos

70 % less administrative work when requests and assignments run centrally through Pactos instead of through mailboxes and lists.
25 % less effort in candidate management thanks to CV scoring, duplicate checking and interview scheduling.
> 5.000 staffing providers in the network, for short-notice demand at sites where your regular vendor cannot deliver.
FAQ

Common questions from care and education

How do we keep measles protection and criminal record checks in view?
Both sit with the person as a record with a date, the criminal record check additionally with your operator's repetition interval. Before expiry, the responsible role at the provider and in the facility gets a reminder.
Does Pactos help with the qualified staff ratio?
It supplies the data basis: qualification per person, assignment times per unit and shift. The ratio itself follows from state law requirements and your framework agreements; the assessment stays with the operator.
How short-notice can a night shift still be filled?
That is decided by the market, not by the software. Pactos shortens the path: one request to all suitable providers at the same time, visible responses and a pool of workers who already know the facility.
Can several facilities work with their own providers?
Yes. Providers, templates and approval routes can be set differently per facility and operator. The analysis still stays comparable across all facilities.
How do the times from a shift get into the system?
Times are captured and approved digitally instead of travelling on slips of paper. For facilities with their own rostering there are interfaces, among others to SAP, Infor, zvoove and TiMaS; the approved records are the basis for invoice verification and billing.
Does that apply to cleaning, catering and technical services as well?
Yes. Work and services can be managed with their own records and their own performance documentation, including subcontractors' documents.

What facilities work with at Pactos

Vendor Intelligence

The VMS for the external workforce: staffing requests, providers, assignments, times and billing.

Compliance Intelligence

Retrieve and check your providers' documents and certificates automatically.

Tender Intelligence

Run a tender and compare when a site needs new providers.

Workforce Intelligence

Ask questions about shifts, records and costs in natural language.

Keen to find out more about Pactos?

In a joint call we show you how your current processes can look in Pactos and where you save time day to day.

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