Self-management and tailored staff scheduling: ’T Pasrel shows the way

Scheduling shifts and employees in Excel cost the coordinators at OOOC ‘t Pasrel significant time and effort. Additionally, they sought a modern scheduling tool that included self-scheduling features to support their employees’ work-life balance. They found the perfect solution in Planpoint.

About ’t Pasrel

‘t Pasrel (a Brussels term for “small bridge”) is a youth reception, orientation, and observation center (OOOC) recognized by the Flemish Community. Over the years, ‘t Pasrel has established itself as a key player in the youth care sector in the Brussels and Flemish Brabant regions. By creating a safe haven and offering tailored support, the organization provides children, young people, and their families with opportunities and perspectives for development.

“We aim to be a ‘bridge,’ a safe transition toward a stable future,” says Steven Luyckfasseel, coordinator at OOOC ‘t Pasrel. Reliable, flexible, and scalable workforce planning is essential to make this vision a reality, with Planpoint playing a crucial role.

Schedules and workforce planning

Workforce planning at ’t Pasrel is a challenge that demands both precision and flexibility. With the intensive care provided and the 24/7 commitment required of the team, it is vital to ensure full staffing at all times while enabling employees to maintain a healthy work-life balance.

The team faced a challenge familiar to many care organizations. Using their old method of manual scheduling in Excel, creating schedules was unnecessarily time-consuming and often lacked clarity.

“Our old system offered little room for adjustments and wasn’t very structured,” explains Steven. Changes and open shifts were difficult to manage, occasionally leading to scheduling gaps. This made it even harder to ensure a healthy work-life balance for employees.

Steven adds: “From the growing focus on employee engagement and self-management, we also wanted to transition to self-scheduling. We had already started doing this on paper, but it quickly became clear that this was insufficient. The logical next step was modern workforce planning software.”

Easier scheduling with Planpoint

’t Pasrel sought a solution that would not only simplify workforce planning but also empower employees with more autonomy and insights. A critical requirement was the ability to perform digital and well-structured self-scheduling within the tool. After extensive discussions and comparisons, they chose Planpoint.

Steven: “Planpoint offers us flexible, future-proof software that fits our needs perfectly. Our employees can independently indicate their availability and choose which shifts they can work.”

With Planpoint, a new transformation became possible, allowing employees to digitally self-schedule and easily manage their availability and shifts. This not only simplifies the process of filling open shifts at ’t Pasrel but also strengthens team cohesion and engagement.

Collaboration and implementation

Déhora played a key role in the successful implementation of Planpoint. From the initial discussions to ongoing optimization, Déhora proactively supported OOOC ‘t Pasrel with onboarding and provided advice on utilizing the software effectively. While Planpoint offers extensive functionality, it requires proper guidance and attention to maximize its potential.

“The Déhora team was and continues to be readily available for any questions and actively contributes ideas for further software improvements. They truly became part of our team,” says Steven. This close collaboration ensured a smooth implementation of Planpoint, allowing the team to focus on what matters most: caring for young people.

Engagement and better oversight

The implementation of Planpoint at OOOC ‘t Pasrel has yielded positive results for both management and employees. Employees now have direct access to their schedules, reducing manual tasks and improving efficiency. For the administrative team, this has significantly reduced their workload. Additionally, translating complex work schedules into reports for the payroll system has become easier, enabling the administration to focus on other tasks.

Steven explains: “We see a clear improvement in our employees’ oversight and engagement. We’re not only saving time but also working more efficiently and with greater satisfaction.” Thanks to Planpoint, there is more calm and structure within the team, directly contributing to smoother care delivery for the young people.

Results of this collaboration

• Enhanced overview of personal schedules for all employees.
• Time savings due to reduced manual scheduling tasks
• Increased engagement of employees through transparency and self-scheduling
• Fewer scheduling gaps and better allocation of open shifts
• Proactive support from Déhora in further optimizing Planpoint

This successful transformation demonstrates how Planpoint and Déhora have elevated workforce planning at ’t Pasrel, contributing to a stable and secure future for young people.