Our purpose with AI features
AI is currently experiencing significant growth, impacting multiple industries and ways of working. Naturally, this is changing how we view human capital and workforce management. We closely follow developments, stay in ongoing dialogue with the market, and continuously refine our products to ensure we are moving in the right direction. Our goal is to provide our customers with the best possible workforce management solutions. On this page, we will regularly share updates on our thinking, ideas, roadmap and perspectives on AI within workforce management.
You are always welcome to contact us if you would like to learn more or have specific ideas or requirements you would like to discuss.
What can our AI features do?
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With the AI chat feature, employees can ask questions such as: Who am I working with today? How many hours have I worked this pay period? What are the procedures for carrying out this task? When is the deadline for requesting annual leave? They can also access any other information included in your employee handbook or other relevant documents you have uploaded.
At the same time, employees can submit holiday and absence requests directly through the AI chat, which are automatically forwarded to their manager for approval.
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AI is here to stay, and it is also here to support your staff scheduling. We believe that when AI features are embedded into the right workflows, they can deliver significant value to your organisation.
That is why we continuously work to expand our portfolio of AI capabilities that can be integrated into your staff scheduling when you choose Timegrip as your software provider.
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We are continuously developing robust AI capabilities, and in the near future we expect them to become increasingly advanced and aligned with the trends and developments we are currently seeing in the market.
Intent-based UI
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Instead of navigating through buttons, menus, and multiple steps, users can simply express their intent in natural language and let the system take care of the rest. It represents a third interface paradigm made possible by advanced AI models: the user defines the goal, and the system determines the most effective way to accomplish it.
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From a technical perspective, an intent-based interface requires far more than a simple chat function. The system must accurately interpret the user’s intent through natural language understanding, grasp the context of the task, and translate that intent into concrete actions within the product’s data model and rule engine.
Ultimately, it is about creating a seamless bridge between your intent and the system’s underlying logic, removing unnecessary complexity while delivering fast, precise results.
Intelligent staff scheduling with AI
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We are seeing a clear trend in workforce scheduling where AI will increasingly be able to suggest optimised rotas automatically. This is particularly valuable when an employee suddenly calls in sick or is unable to attend work. In such cases, AI within the scheduling process can propose a revised rota that ensures you remain within budget and maintain optimal staffing levels.
AI features for staff scheduling must therefore be capable of managing labour costs, compliance requirements and employee preferences simultaneously. This creates significant advantages for organisations operating across borders or under multiple collective agreements. The result is more effective staff scheduling that balances budget targets, employee satisfaction, compliance and day-to-day operational challenges.
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The technology will be able to analyse large volumes of data and identify patterns, which would take considerable time to detect manually. We also see strong potential in using AI to simulate different scenarios and clearly present the consequences of changes before they are implemented.
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We are in the process of building an API for staff scheduling that can calculate the most cost-efficient schedule. It will be based on forecast demand, employee data, and your applicable rules and agreements.
Predictive staff scheduling
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Many organisations only adjust staffing levels once pressure has already built up. Overtime is temporarily accepted, and the consequences are analysed afterwards. With access to historical planning data, we see growing potential to work far more proactively with staff scheduling – supported by AI.
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By implementing predictive AI within staff scheduling, you reduce the risk of being understaffed and ensure you can continue delivering excellent customer service while maintaining good working conditions for your employees. At the same time, AI-driven forecasts can help you monitor and manage overtime levels, supporting better control of overtime pay and overall labour costs. We expect predictive staff scheduling to become increasingly viable as AI gains access to historical scheduling data, forming the basis for more accurate staffing forecasts.
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We are currently developing an API for predictive staff scheduling that can generate data on your expected future demand for a specific organisational unit, including forecasts for metrics such as revenue. This functionality will provide a stronger foundation for forecasting the need for specific job roles and functions, as well as your overall workforce capacity.
AI assistant for managers
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We believe this type of AI interaction will increasingly become part of workforce scheduling, creating a far more transparent management approach where you, as a manager, have full oversight. We expect to see more dialogue-based interfaces in the future. This is precisely the core value behind the development of an intent-based user interface.
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Managers will be able to ask the system questions directly and receive explanatory answers. For example, this could involve obtaining answers and results such as:
- Why are labour costs higher this week?
- Make me a shift plan for the next two weeks based on predicted demands.
- Who is at risk of breaching overtime regulations?
With access to relevant organisational data, this AI assistant can provide full transparency into your options for optimising staff scheduling and maintaining control of budgets. At the same time, it can significantly reduce the risk of penalties and fines resulting from non-compliance with employment legislation.
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We are working on offering an AI chat function that acts as an assistant for managers. This will be done through intent-based UI, where the system interprets the manager’s intent and translates it into solutions.
AI for employee self-service
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For employees, it can be difficult to maintain a full overview of company rules and policies. In addition, there are collective agreement provisions, holiday rules, notice periods, entitlements and more to consider. These regulations change continuously, which is why we see clear potential in enabling employees to receive quick, reliable answers through AI-based assistants drawing on the organisation’s own documents.
This may relate to company policies, annual leave rules or questions about pay. At the same time, each shift often involves different employee types and required skill sets, making it complicated to determine who is eligible for a shift swap.
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An employee will, through an intent-based user interface, be able to get answers to questions such as: “I have tickets for a football match on Sunday, but I’m scheduled to work that day. What can I do?”
We therefore see significant advantages in incorporating AI assistants into shift swapping processes, helping employees clearly identify which colleagues they can exchange shifts with.
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On the employee side, the next step in our AI development is the chat function in the employee app. We are working on offering an AI chat feature where employees can get answers to questions about their shift schedule, register absence, and get help with company policies and work procedures.
The possibilities of AI-driven staff scheduling
We do not see human judgement and involvement being replaced. Instead, they will be better informed during decision-making processes, while significantly reducing the time spent on administrative tasks.
For us, AI in staff scheduling is not about automation for its own sake. It is about reducing complexity, creating clarity and strengthening the quality of the decisions already made every day. In this way, we will continue to deliver best-in-class solutions, powered by the latest technology, within workforce management.
You are always very welcome to contact us if you would like to learn more about how we work with AI or if you have specific ideas or requirements you would like to discuss.
Working for Better Workday
