Workforce planning for Croatian healthcare
Monthly rosters with clear rest safeguards
Clear schedules for every working day.
ChronOrdo creates a draft monthly roster, checks staff rest and availability, and clearly shows unfilled positions. The department chief reviews the roster before publication.
- Primary data storage and processing in the European Union
- Automatic scheduling preserves at least 12 hours of daily rest
- Sensitive requests are handled by authorised HR staff
- Interface, reports and manual in Croatian and English
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Duty roster · Radni raspored
Generate the monthly roster in one action, then review the draft before publication. Each shift shows the assigned staff, their professions and working hours.
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Vacant shifts · Prazne smjene
Each unfilled position shows how it arose. Replacement candidates are ranked by their rest before and after the shift. A replacement with less than 12 hours of daily rest cannot be selected.
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Absence calendar · Raspored odsutnosti
A daily absence view for the whole department makes it easier to compare absences with shifts. It shows how many staff are away on each day.
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Timesheet · Evidencija radnog vremena
The department chief confirms records for past days and the staff they are authorised to manage. Confirmed shifts and absences cannot be edited without unlocking the day. A month can be locked after it ends and all required days have been confirmed.
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Hour statistics · Statistika sati
View department and individual staff hours for morning, afternoon and night work, weekends, public holidays and overtime. Export calculated hours to Excel or PDF with the COP codes configured by HR.
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Try out a schedule
The chief can try a monthly roster and review its shifts without changing the working roster.
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Ward staff
The chief can review department staff, including those with passive accounts who do not sign in to the application.
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Ward workstations
If the optional Workstations feature is enabled, the chief can review department workstations, their associated professions and each workstation’s status.
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Protected days
The ward chief records a day granted by HR and tracks its status on the roster.
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Review a shift swap
Before deciding on a swap, the chief can compare both shifts and check the request status.
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Extra hour requests
The ward chief reviews the date, shift, duration and reason for a request, and sees which requests await a decision.
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Daily attendance record
For a selected day, the chief can see staff shifts and hours, and whether the records have been confirmed.
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Trial schedule statistics
The chief reviews department totals and individual staff hours in the trial roster, separately from the working roster.
Screenshots show the application from the department chief’s perspective. The hospital, department and staff shown are fictional.
One roster change can affect the whole department
Manual roster planning means coordinating shifts, absences and rest. Changing one person’s assignment can leave another shift unfilled or affect their next duty.
- Time spent in spreadsheets
- Spreadsheets pass from one chief to the next, formulas are copied and exceptions are remembered. An error can go unnoticed until the shift has been worked.
- Replacements arranged by phone
- When a staff member reports an absence, a replacement must be found, their availability and other duties checked, and the agreement recorded.
- Records needed for review
- A review needs clear records of who worked, how long they rested between duties, and who approved a departure from the rules and why. The records need to be clear for each day and worker.
- Adding up hours by hand
- Regular, night and overtime work, weekend and holiday work, on-site duty and stand-by need clear records. Manually copying roster figures into payroll records increases the risk of error.
- Tracking workload distribution
- Without comparing records, it is difficult to assess the distribution of nights, weekends, public holidays and on-site duties. Reviewing previous months helps identify staff who have carried a greater workload.
Four steps from department setup to a locked month
Set up shifts and staffing requirements, generate a draft, then review and publish it. Confirm records during the month to prepare the figures needed by payroll.
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1. Set up the department
Enter shifts, required professions, staff numbers per shift and absence rules. New institutions receive a starting catalogue of healthcare professions that they can adapt to their needs. Import staff records using an Excel template, with a preview of each row before confirmation.
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2. Generate the monthly roster
The system checks staff availability, department membership on the duty date, absences, protected days, staffing requirements and rest. Automatic scheduling preserves at least 12 hours of daily rest and separately 24 hours after on-site duty. Staff wishes and previous workload help guide selection. The department sets the period used to compare workloads; the default is twelve months. Understaffing does not stop generation: unfilled positions remain visible. Not every wish or staffing requirement can necessarily be met.
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3. Review and publish
On a draft, you can request a proposal to fill vacant positions. Review the proposed assignments, moves and replacements before confirming. The system checks the proposal again and either applies it in full or makes no changes. Permitted departures from rest rules require the appropriate justification; assignments with less than 12 hours of daily rest are unavailable. Resolve all publication blocks before publishing. Remaining vacancies and warnings that can be acknowledged require a written reason. You can first try the roster in a separate preview.
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4. Confirm records and lock the month
The chief confirms records for past days. Confirmed records cannot be edited without unlocking them, which requires the appropriate permission and a reason. A month can be locked only after it ends and all required days with work or absence have been confirmed. Locking saves the monthly hour figures for reports and the hour bank. Export hours to Excel or PDF with the configured COP codes. The system flags missing codes.
A clear distinction between warnings and blocked assignments
The institution records its ownership sector and applicable legal framework separately, with effective dates. The table describes application checks. Correct settings and up-to-date records remain essential.
| Basis | Rule | Response |
|---|---|---|
| ZoR čl. 74 | When assigning a shift, the application requires at least 12 hours of daily rest. It checks the preceding and following active duties and accounts for elapsed time when the clocks change. | Blocks |
| ZoR čl. 69 | Adult night-work restrictions are checked for the period from 22:00 to 06:00, independently of the hours the department has configured for recording night work. | Blocks |
| ZoR čl. 65(6), 68(2) | For protected groups of workers, the system checks recorded circumstances and the required written consent for additional work or unequal distribution of working time, including the period for which that consent is valid. | Blocks |
| ZoR | For workers under 18, the application blocks night work, on-site duty, overtime and more than 8 hours of active work in any 24-hour period. Consent or an emergency declaration does not remove these protections. | Blocks |
| ZoR čl. 79, 84 | Annual leave is counted against the worker’s working days, rather than automatically from Monday to Friday. Sick leave during annual leave interrupts it and restores the corresponding leave balance. | Automatic |
| ZoR čl. 86 | Statutory paid leave for life events and blood donation is not refused because of understaffing. The system warns about the shortage and records the absence. | Warns |
| ZoR čl. 62 | Required hours and the distribution of nights, weekends and public holidays are adjusted in proportion to the worker’s contracted part-time hours. | Automatic |
| ChronOrdo rule | Automatic scheduling preserves 24 hours of rest after on-site duty. An authorised chief may separately approve a justified exception to this institutional rule while retaining at least 12 hours of rest. Routine adult active duty is limited to 16 hours; longer work requires a current, documented emergency basis. The 24-hour and 16-hour limits are product rules, not the statutory thresholds cited here. | Blocks |
| ZoR čl. 65, 66 · NN 2/2026 čl. 73 | Average weekly working hours, weekly workload and annual overtime are reported under the applicable legal framework and settings. These warnings need review; they do not automatically prevent a shift assignment. | Warns |
Acknowledging a warning records the decision and reason. It does not remove a blocked assignment or the employer’s obligations. Weekly rest does not act as an automatic scheduling block. A protected day separately reserves the whole calendar day, including any part of the previous night’s duty that would continue past midnight.
Support for the department throughout the month
Available features depend on the institution’s permissions, settings and enabled modules. Before introduction, we review how they fit your working procedures.
Generate a roster for the whole month
The monthly draft takes account of shifts, required staff numbers and professions, rest, staff wishes and previous workload. Staffing shortages remain visible as unfilled positions for the chief to review.
Absences and annual leave
Annual leave, sick leave, parental leave and other absences follow separate rules. The oldest available annual-leave entitlement is used first. For sick leave, separate records show whether the employer or HZZO bears the wage-compensation cost for each period. The passage of time alone does not determine who pays.
Replacements and unfilled shifts
A health-related absence report records unavailability across all departments from the reported start. Duties that may be changed are freed for replacement; protected or already-worked records require a correction procedure. If automatic replacement is enabled, the system looks for an eligible person. Unfilled positions remain for the chief to review. Manual assignments, swaps and cross-department borrowing have separate checks and approvals; the person initiating a borrowing request cannot approve it.
On-site duty and stand-by are recorded separately
On-site duty (dežurstvo) is active work at the institution. Stand-by (pripravnost) has separate periods configured for weekdays, weekends and public holidays. A person can work a regular shift outside their stand-by period. When checking rest, the application does not count stand-by without call-in work as active work. It still checks overlaps, absences and protected days. Weekly scheduling favours continuity, with shorter replacements when needed. Work performed after a call-in is recorded separately and included in work and rest checks.
Working-time records
The chief confirms records for past days and the staff they are authorised to manage. Confirmation protects those records from editing. An hour record is created for staff with recorded work or absence. Reminders show days awaiting confirmation. Locking a completed month saves its hour figures; reopening it requires the appropriate permission and a reason.
Hour reports with COP codes
Export calculated work and absence hours to Excel or PDF with the COP codes configured by HR. The system flags missing codes and uses saved monthly figures for locked months. Rosters, statistics, absences and audit history have separate exports. These reports provide a basis for payroll; they do not calculate salaries or submit data to COP, FINA or HZZO.
The department chief’s everyday work
Staff, rosters, replacements and hour records in one place.
Try out a schedule
The chief can try a monthly roster and review its shifts without changing the working roster.
Ward staff
The chief can review department staff, including those with passive accounts who do not sign in to the application.
Ward workstations
If the optional Workstations feature is enabled, the chief can review department workstations, their associated professions and each workstation’s status.
Protected days
The ward chief records a day granted by HR and tracks its status on the roster.
Review a shift swap
Before deciding on a swap, the chief can compare both shifts and check the request status.
Extra hour requests
The ward chief reviews the date, shift, duration and reason for a request, and sees which requests await a decision.
Daily attendance record
For a selected day, the chief can see staff shifts and hours, and whether the records have been confirmed.
Trial schedule statistics
The chief reviews department totals and individual staff hours in the trial roster, separately from the working roster.
All screenshots show the department chief role in the demonstration application. The hospital, department, staff and all data shown are fictional.
Sensitive information is limited to authorised staff
The institution remains the data controller. Application access depends on permissions: HR handles sensitive requests, while a department chief without HR authority receives the information needed to organise work without sensitive details.
Staff records, not patient documentation
ChronOrdo is intended for staff scheduling and records. Do not enter patient information or unnecessary health details in notes or explanations.
HR handles sensitive absences
Authorised HR staff handle sick leave, workplace injury, family care, maternity, parental, paternity and adoption leave. A department chief without that authority sees only the general category needed for scheduling. If no authorised HR person is configured, the request waits until that authority is assigned.
HR authority for a specific department
An institution can grant HR authority for a specific department, for example to its head nurse. This does not automatically give the department chief access to sensitive information. A department chief cannot assign this role.
Distinguishing the legal basis from consent
The institution determines the legal basis for processing and who may access employee information. Data-processing notices are separate from the consent required for particular types of work.
Personal data requests
The request portal is available without signing in, with identity verification before personal data is disclosed. Signed-in users can request data exports or corrections and review sign-ins, active sessions and relevant security incidents. Requests follow the institution’s applicable procedure.
Erasure and retention periods
A data-erasure request is separate from everyday editing of staff records. Anonymisation removes personal associations while preserving required records. The institution’s retention rules and agreement determine the applicable periods and exceptions.
Protected days without sensitive explanations
For a day granted under a worker’s entitlement, the application records the effect on the roster. There is no field for a health-related or other sensitive reason, avoiding unnecessary collection of that information.
Documents for legal and data protection teams
We provide the data processing agreement, technical and organisational measures annex, records of processing activities, supporting material for an impact assessment, retention rules, subprocessor list and privacy notice for review. The documents are available in Croatian.
Information for IT and the data protection officer
Data-protection and availability commitments are described in the contractual documents. Your team receives the technical and organisational measures annex for review.
Primary storage and processing in the European Union
Primary application data storage and processing take place in the European Union. Processing locations and the terms applicable to service providers are set out in the contractual documents.
Protection of stored data and connections
Stored data and connections to the system are protected by encryption. The contractual data-protection measures describe the scope of protection and responsibilities.
An audit trail of changes
Audited changes record who made them and when, with a reason for sensitive actions. The records support review of the history and checks for later alterations.
Separate institutional data
Data access is determined by the institution and assigned permissions. Data separation is checked within the system and during development.
Department permissions and responsibilities
Access depends on the role, institution, department and current permissions. Certain sensitive actions require additional confirmation or a mandatory reason. Temporary support access is approved and recorded separately.
Backups, recovery and notifications
Backup, recovery and personal-data-breach notification terms are set out in the agreement and supporting safeguards. The institution receives them for review before use.
Maintenance outside shift handovers
Routine maintenance is announced at least 48 hours in advance. It is scheduled outside shift handovers and month-end closing.
What to know before introduction
What happens to our data if we end the contract?
The agreement sets out data return, export, deletion and any transition access. You can export operational reports according to your permissions. Transferring settings between environments is a separate capability: it does not transfer staff, rosters, absences or payroll records. It therefore does not replace the return of all agreed data when leaving the service.
Is roster generation automated decision-making under GDPR Article 22?
The application provides a notice about automated roster generation and records that the worker received it. The result is a draft for an authorised person to review and publish. Changes remain subject to permissions, safety checks and the protection of locked or confirmed records. Workers can seek an explanation and human review through their institution. The institution determines the legal basis and procedure for such requests.
Can the department chief see the reason for sick leave?
Without the relevant HR authority, the chief sees a general category for sensitive absence, not its details. Authorised HR staff decide the request. The institution can grant HR authority for a specific department, for example to its head nurse. If no authorised HR person is configured, the request waits and is rerouted once that authority is assigned.
Does ChronOrdo guarantee that rosters comply with the Croatian Labour Act?
ChronOrdo performs the checks described here, but the result also depends on accurate records, settings and institutional procedures. Automatic scheduling does not permit less than 12 hours of daily rest or less than 24 hours after on-site duty. A permitted manual exception to the post-duty rest rule requires justification and preserves at least 12 hours. Weekly rest does not block scheduling, and warnings about weekly and annual hours need review. Vacancies remain visible. Acknowledging a warning does not remove safety blocks. Contractual commitments and evaluation terms are agreed before signature.
What do we receive to help prepare payroll?
You receive Excel and PDF reports with calculated hours and COP codes configured by HR. Locked months use saved monthly figures, so later setting changes do not alter that basis. These reports are not files for automatic import or payroll submission. The payroll team checks and transfers the figures through its existing process. Sick-leave records can show that HZZO bears the wage-compensation cost; this does not mean the application sends data to HZZO.
Where is our data stored?
Primary application data storage and processing take place in the European Union. The contractual documents provide the service-provider list, processing locations and safeguards for review by your legal team and data protection officer.
Do we need to enter all the data manually?
New institutions receive a starting catalogue of professions that they can adapt. Staff records can be imported using an Excel template, with a preview before confirmation. Staff who do not sign in can be recorded without an email address. Organisation sign-in is available when enabled and configured for the institution and user account. Transfers between environments include institutional settings only. The interface, notifications, reports and manual are available in Croatian and English.
See how ChronOrdo can support your department
Arrange a demonstration without obligation or transferring your data.
ChronOrdo is developed by ZanderLogic d.o.o., OIB 76778519738. Your institution remains the controller of its employees’ data, and the service provider acts as processor.