Gamfi for HR · Module
Working-time records and online leave requests, with a schedule that warns you before you breach the rules
In the Gamfi platform, requests, balances and working-time records live in one place, and the schedule warns you about breaches of rest periods, limits and settlement periods while you're building it – not during an inspection. An employee without a computer submits a request from their phone.
How it works
From a request to a closed month – no emails, no spreadsheet.
- 1
The employee submits a request from their phone
They see their balance, choose the days and send it. No company email or computer needed.
- 2
The manager approves it in one place
They see who on the team is already away on those dates – before they approve it.
- 3
The schedule and the records calculate themselves
Hours, overtime and balances update without being copied into a spreadsheet.
- 4
The month closes on data, not on collecting data
The time record and the hours summary go to payroll in the agreed format.
More, because it is one system
Polish HR systems comply with the Polish Labour Code, but don't see the rest of HR. Global scheduling tools are convenient, but Polish compliance only gets added later, by an implementation partner.
Polish compliance in the same platform as onboarding and training
Rest periods, settlement periods and overtime limits are watched by the same system where you run onboarding and mandatory training. A new hire doesn't get handed a third app in their first week.
A desk-less employee logs in without a password
They open a request or the schedule with a link from a text message, the same way they opened their onboarding. In retail, hospitality and warehouses, that's the difference between a system people actually use and one that sits empty.
Staffing visible from head office down to a single site
The director sees the whole network, the regional manager sees their branches, the store manager sees their own schedule – in one dashboard, without piecing the picture together from spreadsheets emailed around.
See how Gamfi is used in organisations with distributed teamsCustomers →
Describe your need
Describe the situation in your own words – we will write back with how the Gamfi platform answers that challenge. You decide about a meeting after you have read the answer.
What you get in Gamfi
The scope you'd expect from a working-time system – with Polish regulations built in, not added later as a configuration.
Requests and absences
- Leave request with a visible balancethe employee sees how many days they have left before they submit it
- An approval path matched to your structureone manager or several levels, depending on the company
- Absence types from the Polish Labour Codeannual leave, leave on demand, care leave, force-majeure leave, parental leave
- Sick leave in the recordspulling sick-leave certificates from the ZUS system (Poland's social insurance institution) is something we scope during rollout
- An alert on overdue leavebefore the deadline for using it passes
- Leave entitlement calculated automaticallybased on length of service and education, as set out under Polish law, with days carried over from last year
- Team absence calendarthe manager sees who's already away on those dates
- Requests in electronic formno paper trail, no scans emailed around
Working-time records
- A time record compliant with the Polish Labour Codewhat an inspector looks for during an audit
- Clocking time from a phoneno wall-mounted terminal, no paper sign-in sheet
- Overtime calculated automaticallywith an alert as you approach the limit
- Different working-time systems and settlement periodsstandard, equivalent, task-based – we agree the scope during rollout
- Remote work and fieldworkrecords cover people who don't come into an office too
Shift schedules
- Building a schedule with rule checks built indaily and weekly rest checked while you're planning
- An alert on a breach of the doba pracownicza rule (Poland's 24-hour working-day reference period)under Polish law, a shift starting earlier than the same time the day before counts as overtime
- The schedule shared with employees in advancewithin the notice period the regulations require
- A warning before you confirm the schedulebefore a mistake becomes a fact in the records
- Templates for recurring schedulesthe same shift pattern doesn't have to be rebuilt from scratch every month
- Staffing gaps visible straight awaywhere a shift is short-staffed, before the week even starts
- Notification of a schedule changeby email or text message, to the people affected
Manager and site network
- A “who's working today, who's on this week” dashboardno phoning managers to check staffing levels
- Planning multiple sites from one panela chain of stores or warehouses in a single view
- Drilling down from company to a single sitethe same structure the rest of the platform runs on
- Logging in without a company email or a passworda link from a text message – the same as during a new hire's onboarding
Data and payroll handover
- Hours summary for payrollin a format agreed with your HR team
- Data exchange with your HR and payroll systemvia API or export, set up as part of the rollout
- Export of records on requestfor inspections, audits and your archive
- Importing employees and structure from a filewith an error report for every row
Common questions
Open the one that applies to you.
Can employee requests at our company be electronic only?
Yes. The latest amendment to the Polish Labour Code allows either a paper or an electronic form across more than a dozen provisions – including the work schedule, requests for time off in lieu of overtime, and requests for unpaid leave. This is an option for the employer, not an obligation, and it's worth reviewing the exact list of documents covered with your legal team. With an electronic process, you need to be able to show who submitted a request and that it wasn't changed along the way – that's why every request in Gamfi leaves a trace in the audit log.
Can an employee without a computer or a company email submit a request?
Yes, and that's the whole point of this module for shift work. They log in with a link sent by text message or to a personal address, through their phone's browser – the same way they went through their onboarding. No app to install, no extra password to remember.
We run shift work across several dozen sites. Can it handle that?
The company–branch–site structure has been in the platform from the start, and other modules run on it too, so scheduling doesn't need a separate hierarchy built for it. A site manager builds their own schedule, a regional manager sees their sites, head office sees everything – in the same view, without collecting spreadsheets.
Will the hours reach our payroll system?
Yes. We pass the hours and absence summary across in a format agreed with your HR team – via API or export, set up as part of the rollout. Your payroll system stays exactly where it is; payroll and HR administration are a separate area of our platform, and only come into play if you decide to move them over.
We run several working-time systems at once. Can that be handled?
Usually yes, but that's a question we answer after reviewing your internal regulations, not with a slogan from this page. Working-time systems and settlement periods, shift work and equivalent working time can differ between companies in the same group – we agree the scope before rollout, so we don't promise a precision we'd later have to walk back.
What does the price depend on?
Several factors affect the price: the number of participants, the scope of modules and the scale of the rollout. We're happy to go through the details in a meeting and in further contact.
For your IT team
The short answer for your security and integrations team.
- Employee log-in via a one-time link, no account on the company domain
- We set up data exchange with your HR and payroll system as part of the rollout; to start with, import from a file
- An audit log that cannot be altered, role-based access control, data held in the EU