For operations and plant management

Fill open shifts and approve timesheets digitally

Pactos makes open shifts visible, sends the request to every suitable provider at once and captures the hours digitally.

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Everyday reality The modules What changes Frequently asked questions

Companies that run their external workforce with Pactos

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

Five points that cause trouble regularly in daily operations

  1. Short-notice absences
  2. One call at a time
  3. Paper timesheets
  4. Record at the gate
  5. Hours disputed
Without Pactos

Absences usually come at short notice

Sick notes, no-shows and order peaks hit the shift with no lead time. Who fills the gap is decided on the phone, not in the plan.

With Pactos

The gap is in the plan before it becomes a problem

Shifts can be planned by site, hall and gate and reconciled against the actual state. Open positions stand out immediately and can be requested straight from the suitable providers.

Without Pactos

Every provider is called one by one

You call one provider after another, usually in the same order every time. Whoever cannot be reached is quickly skipped. Afterwards it is hard to say who was even asked.

With Pactos

One request, everyone at once

Requests go specifically to the suitable providers. You see immediately who has seen, confirmed or declined the request. Whoever does not respond stands out straight away.

Without Pactos

Timesheets are written on paper

Timesheets are collected, retyped and corrected again later. By the time everything is approved the month is often over and queries are barely traceable.

With Pactos

Capture and approve times where they arise

Hours are captured digitally and approved directly by the shift lead, including surcharges and cost center. From there they go straight into billing.

Without Pactos

Records are missing at the gate

The person is on site, but the forklift license is missing or the safety instruction has expired. The decision is often made under time pressure, and afterwards nobody knows exactly what was checked.

With Pactos

Checked before the first assignment

Qualifications, safety instructions and authorizations are held directly with the person, including expiry dates. If something is missing you see it before the assignment, not when the person is already at the gate.

Without Pactos

Captured hours are disputed

If the provider's hours differ from the shift lead's, there is often no solid basis for settling it. Then it gets estimated, renegotiated or decided as a goodwill gesture.

With Pactos

One figure both sides can see

Captured times, approvals and surcharges sit in one place and are traceable for both sides. Discrepancies can be settled before the invoice is created.

Your area of responsibility

Four tasks that hang on the shift

Whether the process really works shows in daily operations. This is where demand is reported, the person is briefed and, in the end, the time is approved.

Demand and staffing

Shift planGapsShort noticeReplacement

Spot open positions and fill them, often within hours and across several providers.

What matters

That the plan shows the actual state, not the target from the week before last.

Briefing and safety

Safety instructionAuthorizationAccessInitial briefing

Nobody may go near the machine or the forklift without a valid safety instruction and authorization.

What matters

That the record is there before the assignment and not submitted afterwards.

Times and approvals

CaptureSurchargesCost centerApproval

Record the hour worked reliably, with surcharge, cost center and the shift lead's approval.

What matters

That capture happens where the work happens, and is not reconstructed from paper later.

Provider performance

Response timeFill rateNo-showsQuality

Which provider delivers reliably, and which one only when it suits them.

What matters

Numbers instead of impressions, so the feedback to procurement is evidenced.

The modules production works with

Every module is part of the standard. These six matter most for daily shift work, and each one leads to the full description.

Shift planning Plan shifts per site, hall and gate and see gaps before the ramp is waiting. Timesheets Capture and approve hours digitally, with surcharges and cost center. Requests and guided buying Raise demand and distribute it in stages to the suitable providers, with visible responses. Compliance check Hold qualifications, safety instructions and authorizations with the person, including expiry dates. Analytics Analyze response time, fill rate and no-shows per provider and site. Billing and invoice verification Approved hours go straight into verification, with no step in between.
The view from the Pactos platform for the highlighted module.
The view from the Pactos platform for the module highlighted at the time.

The decision does not rest on you alone

The external workforce touches several areas at once. Each has a different view of the process and different day-to-day requirements.

Procurement

Overview and cost control

An overview of every provider, solid costs and a process that runs the same way across every site.

 HR

Headcount, deadlines, records

Headcount, deadlines and records for the external workforce, from onboarding to offboarding.

 Finance

Invoices and costs

Reconcile consolidated invoices with order and records and analyze costs directly per cost center.

Four things that run differently after the rollout

Open positions are in the plan

Open positions are in the plan, with site, shift and qualification. Escalating by phone becomes the exception.

One request instead of a round of calls

Every suitable provider gets the request at the same time. You see straight away who has responded and who has not.

No paper between shift and invoice

Captured and approved hours move straight on. Nobody retypes slips, and nobody looks for them.

Records are checked before the assignment

Missing or expired qualifications surface before the assignment. The decision under time pressure disappears.

What customers achieve with Pactos

70 % less administrative work in the workflows around demand, assignments and times.
25 % less effort in candidate management thanks to pre-selection, duplicate checking and scheduling.
> 5.000 staffing providers in the network, for when your regular vendor cannot fill a shift.
FAQ

The questions from production

Do my shift leads have to learn a new system now?
The part that concerns the shift is small: report a gap, trigger a request, approve hours. Initial training is included, and it takes minutes rather than days.
Does time tracking work without fixed workstations?
Yes. Capture is possible via terminal, tablet, app or QR code. Which variant suits your hall we settle on site.
What happens if someone drops out on a Sunday evening?
The request runs independently of office hours and reaches every suitable provider at once. Whoever confirms is visible in the system, without anyone working through a phone list.
Does Pactos replace our time management?
Not necessarily. Timesheets for the external workforce run in Pactos; for permanent staff your system stays. A connection to payroll and HR systems is possible through an open interface.
Do our providers see our shift planning?
Only what they need to see: the request with role, quantity, period and site. Your internal planning stays internal.
What if a worker turns up without a valid record?
The system shows the status beforehand. If something is missing or expiring, it is known before the assignment, with warning time instead of at the gate.

What operations works 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 assignments, records and costs in plain language.

Keen to make your production planning more efficient?

In a joint call we go through your operational planning.

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