06 / Staff and contractors

More time for people. Less admin.

A draft rota, organised requests and a clear start for new colleagues.

I build this for your business. For sole traders and SMEs, with your own information and tools.

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AI OPERATING SYSTEMHow it works

From scattered information to finished work

Your businessRequests + team agreements

Your configured workflowReads. Organises. Drafts.

Ready for your reviewOverview + preparation

What you gainLess searching for your team

Example of a workflow I build for you.

What takes time today

Rotas, leave requests and repeating instructions to new starters take time

What you gain

Less searching for your team

A draft rota, organised requests and a clear start for new colleagues.

Find your first step

Sound familiar?

AI works better when it knows your business

Good AI starts with context: what you sell, who your customers are, how you work and which agreements apply. I make your knowledge, agreements and way of working available for the tasks AI performs, so the work fits your business without explaining everything again.

Explaining it all again

You paste the same context into ChatGPT or Copilot.

Fixed sources and instructions for your task.

It sounds good. But is it right?

The text is generic, misses your agreements or invents details.

A draft from your own information, with a focused review.

Another tool. Still manual work.

You copy the result into email, Excel or your CRM yourself.

A workflow through to the place where you use the result.

What the workflow looks like

Know who does what, for each task

Use this map to agree one task. Approval belongs at the action that has consequences.

Prepare a rota

Input: Submitted availability
AI prepares: Draft rota and open shifts
Software maintains: Hours and recorded agreements
You decide: Approve the rota

Prepare leave administration

Input: Leave request and agreements
AI prepares: Summarise the request
Software maintains: Leave balance and overlap
You decide: Approve leave

Prepare absence administration

Input: Permitted administrative notification
AI prepares: Prepare an entry without medical details
Software maintains: Restricted access and entry date
You decide: Authorised staff member checks

Prepare contractor administration

Input: Assignment and agreed terms
AI prepares: Checklist of missing agreements
Software maintains: Contract version and approval
You decide: Qualified person assesses; you confirm the engagement

Prepare onboarding

Input: Approved work instructions
AI prepares: Onboarding document and task list
Software maintains: Versions and access rights
You decide: Supervisor approves instructions

How it runs in practice

Timesheets and availability at the end of the week

A cleaning company with eighteen employees and two regular freelancers closes the week every Friday. This is how that goes with the workflow in place.

Incoming. Timesheets arrive as photos of paper sheets, a few Excel files and two messages in the team app. At the same time, staff send in their availability for the following week.

AI prepares. AI puts the hours per person and per site into one overview and compares them with the rota. Three people do not match: an hour longer at an office, a sheet with no Wednesday and two shifts at the same time.

You check. The planner sees those three at the top, with the photo of the sheet alongside. She calls about the double shift and fills in the Wednesday after checking. Only then do the hours go to payroll.

AI prepares. For the following week, AI drafts a rota from the submitted availability and the fixed agreements: who knows which site, who does not work Sundays and how many hours each contract allows. Two shifts stay open.

AI prepares. For the open shifts, AI prepares the checklist for the two freelancers: is the assignment description current, is the rate agreed, is the contract signed. For one of them the new contract is missing.

You decide. The owner assigns the open shifts and approves the rota. The missing contract goes first to the adviser who reviews the contracts.

Where it stops. If someone calls in sick and explains what is wrong, AI records only that they are ill and from when. With mismatched hours, a missing contract or anything about health, the workflow stops and a person decides.

Two examples

Useful across different kinds of work

A shop creates a rota from submitted availability. AI prepares a draft and lists open shifts. The planner checks agreements and approves the rota.

An agency welcomes a new colleague. AI prepares an onboarding document using approved instructions. The supervisor checks the version and arranges access.

Questions about staff and contractors

Can AI see staff data?

Only what the task needs, and only for people who have access to it. For a rota, availability and contract hours are enough. Medical data, appraisals and salaries stay outside the workflow. We record in advance who may see what.

Does AI help with recruitment and selection?

Not in this workflow. Drafting a job advert is possible, but AI does not select, rank or assess candidates. That stays with people, partly because the EU AI Act classes such systems as high risk.

Does this work with paper timesheets?

Yes. A photo of the sheet is enough. AI reads the hours, places them next to the rota and marks what does not match. The photo stays with the entry, so the planner sees the original for every mismatch.