Planned
Who was assigned
Publish the named-shift plan the team received. It remains available for comparison later.
How the operating loop works
- Publish
- Can’t make it
- Eligible claim
- Approve hours
Plan → cover → worked → corrected → approved — without losing the published assignment.
When someone cannot work
Turn a call-out into an eligible claim — not a phone tree
Instead of calling around, sending group messages and rewriting the spreadsheet afterwards, the opening stays attached to the published shift.
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Report Can’t make it, or open the shift
For a published shift in the next three local calendar days, staff can report Can’t make it. A planner can also open a shift directly.
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Eligibility, ranked waves, first valid claim
Eligible people are fit-ranked and notified in waves. The first successful eligible claim receives the shift — Vaktos does not auto-assign a replacement.
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After start, record cover without a claim
Once the shift has started, Shift correction can record who worked without creating a marketplace claim.
On vessel organisations linked to MarRest, crew report Can’t make it and claim open shifts in MarRest — the published shift and assignment stay in Vaktos.
Integrity of the week
Planned → worked → corrected → approved
The published assignment stays visible. Punches show what happened. Corrections handle exceptions. The planner reviews and approves hours before CSV or API handoff.
Worked
Who actually attended
Clock-in and attendance record who showed up and when — separately from the published assignment.
Corrected
What needs fixing
Shift correction records cover after start without overwriting the published plan into a single historical truth.
Approved
What you sign off
Review hours, breaks and overtime, then approve the period for export to the next payroll process.
Vaktos is not a payroll system. It prepares approved hours for CSV export or read-only API access so the next payroll process can start from a reviewable record.
From scattered updates to one connected week
A spreadsheet can publish a plan. Live operations also need cover, attendance and approval attached to the same shifts.
Before
The week is rebuilt by hand
- Spreadsheet
- Group chat
- Phone tree
- Rewritten roster
- Who actually worked?
With Vaktos
Each stage stays attached
- Published plan
- Can’t make it
- Eligible claim
- Attendance
- Approved hours
Two cover paths
Open marketplace or a named colleague
Use the marketplace when cover is open to eligible people. Use a shift swap when someone already knows who should take it.
Marketplace
- Open shift
- Eligible people
- First valid claim
Ranked notification waves reach suitable colleagues. Vaktos does not choose the replacement automatically.
Named shift swap
- Ask a specific colleague
- Eligibility checks
- Accept or reject → approval
Requests far enough ahead can be approved automatically after peer acceptance; nearer requests go to the planner.
Supporting capabilities
Roster, attendance, leave and hours support the same operating loop. Assisted scheduling stays draft-only.
Roster
Plan by person or role, publish one schedule to the team, and keep it available when the day changes.
Assisted drafts can fill open shifts as editable proposals. The planner reviews and publishes — never automatic final scheduling. See roster planning →Time clock / attendance
Clock against a published shift from the home-screen web app or a shared PIN kiosk.
See timekeeping →Leave and availability
Review mobile leave requests and keep medical leave separate from the annual balance.
See leave requests →Hours and corrections
Apply configured rules to attendance and breaks, then approve the period for export.
See hours & approval →Shift correction
Record who covered a started shift while preserving the published assignment.
See shift correction →Notifications
Call-outs, claims, leave and approval steps notify the right people so cover does not depend on chasing messages.
See open-shift flow →Built for named-shift operations
Organisations where people are assigned to defined shifts and planners must handle call-outs, cover, attendance, corrections and approved hours.
Primary land example
Hotels and similar operations
Hotels often show the pattern clearly: named roles across the day, sudden absences, and a period that still needs reviewable hours. The same workflow applies elsewhere.
Same core workflow
Bakeries, shops, care and more
Bakeries, shops and care teams are examples of the same named-shift operations — not separate product pillars or industry presets.
Vessel organisations using MarRest
Vaktos handles roster and staff workflow. MarRest handles maritime work-and-rest recording. The Vaktos board can show on-duty / resting status from MarRest.
Separate systems, clear handoff
For linked crews, punching and near-term call-out actions stay in MarRest; open shifts and staffing changes can synchronise to Vaktos. Rest alerts inform the planner and do not automatically block shifts.
Built around the full shift cycle
From the published plan through cover, attendance and approved hours.
Óðinn Sverrisson
Founder
Hlynur Freyr Vigfússon
Co-founder
Why the name Vaktos?
Vaktos
Vakt means a work shift in both Icelandic and Norwegian. Vaktos is the system around that shift: planning it, covering it when the day changes, and approving the hours that follow.
Bring a real week
Bring a normal roster, a typical call-out, cover, attendance and approval. We will show how Vaktos keeps those steps connected.
Walk through a call-outContact
Tell us about a normal roster week, a typical call-out, and how you approve hours today. We will walk through that week in Vaktos — not a canned demo company.
Frequently asked questions
What does Vaktos do?
Vaktos keeps the published named-shift plan, eligible cover, actual attendance and approved hours connected when the working day changes. Planners stop rebuilding the week from spreadsheets and messages.
Which teams is Vaktos designed for?
Organisations that assign named people to defined shifts and must handle call-outs, cover, attendance, corrections and approved hours. Hotels are a common land example; bakeries, shops and care teams use the same core workflow. Vessel operators can connect planning with MarRest.
How are the roster and attendance different?
The roster is the schedule the team received. Attendance records who came to work and when. Keeping both lets planners review exceptions without rewriting published history after the event.
Can a planner record changes after publication?
Yes. Upcoming gaps can go through the marketplace, employees can request a named shift swap, and a planner can use Shift correction after work starts. In each case the published schedule remains available for comparison.
How are open shifts assigned?
Eligible colleagues can claim a marketplace shift. Vaktos ranks eligible people and notifies them in waves; the first eligible claim that succeeds receives the assignment. Vaktos does not auto-select a replacement.
Can employees swap shifts with each other?
Yes. An employee can ask a named colleague to cover a future published shift or propose trading two future shifts. Vaktos checks eligibility; after the colleague accepts, requests at least 48 hours away can be approved automatically, while nearer requests go to a planner. Swaps are separate from the open-shift marketplace.
How are holiday and sickness handled?
Staff request leave from their phones and planners review it in an inbox. Medical leave is recorded separately from the configured annual-leave balance.
Can staff use a phone to clock in?
Yes. Staff can clock against a published shift from the home-screen web app, or use a shared PIN kiosk. If connectivity fails, both clock-in and clock-out can queue on the phone until it reconnects.
Does Vaktos calculate hours and overtime?
Vaktos applies configured work rules to attendance and recorded breaks. A planner reviews the results and approves the week or month before export.
Is Vaktos payroll software?
No. Vaktos prepares approved hours for CSV export or read-only API access. It does not calculate tax, create payslips or replace payroll software.
Does Vaktos offer assisted scheduling?
Yes. A planner sets the shift times and optional preferences, and Vaktos can propose assignments using recent patterns, availability, leave, roles and work constraints. Assignments are saved as editable drafts and are never published automatically.
How does Vaktos work with MarRest?
Vaktos and MarRest are separate systems. For linked vessel organisations, Vaktos provides roster planning while crew punching, work-and-rest records and near-term call-out actions stay in MarRest; open shifts and staffing changes can synchronise to Vaktos. On-duty / resting status from MarRest can appear on the board before publication and does not automatically block shifts.
Can we see Vaktos with our own roster?
Yes. Bring a representative week — including a typical call-out — and we will walk through how Vaktos would handle the plan, cover, attendance and period-end hours.