Smart Analytics: steering your business with Shyfter data

Availability: Smart Analytics is included only in the Pro pack. If you are on another pack and would like to enable it, contact our team via the chat.

Smart Analytics is Shyfter's decision-making module. It turns the data already present in your account (shifts, clockings, contracts, sales, mobile app activity) into clear dashboards to help you steer your business day to day: control your costs, track productivity, validate the quality of your schedule and monitor staff turnover.

This module is read-only: no data is created or modified from Smart Analytics. It aggregates what already exists in your account and displays it as widgets, charts and tables.

Who Smart Analytics is for

The Smart Analytics menu is visible to users with an administrator role on at least one department, and only for accounts subscribed to the Pro pack.

In practice:

• Super-administrators see the data of all the accounts they have access to.
• Administrators see only the accounts and departments where they are declared as admin.
• An employee without an administrator role does not see the Smart Analytics menu.

To give a member of your team access to Smart Analytics, assign them an administrator role from Settings, Team, Roles.

The interface at a glance

The side menu

On the left, ten entries let you navigate between the different dashboards. Some are categories that expand (Working time, Turnover), the others are direct tabs.

1. Working time (category): comparison of scheduled, clocked and overtime hours.
2. Turnover (category): comparison of forecast sales and actual sales.
3. Staff costs: hours and payroll by team.
4. Labour cost mix: cost breakdown by contract type.
5. Productivity: turnover relative to hours and to payroll cost.
6. Planning adherence: schedule stability (changes, exchanges, swaps).
7. Planning operations: shift volume, updates, deletions, free shifts.
8. Clocking operations: clocking volume and manual corrections.
9. Clocking statistics: clocking duration, deviation from the shift, tool used.
10. HR: headcount, hires, departures, seniority, contracts.

The filters at the top of the page

Five identical filters appear on every tab, above the content.

The period lets you choose a date range. By default, the current month is selected.

The grouping determines the granularity of the data displayed: Day, Week, Month or Year.

The account is useful if you manage several accounts (for example a chain of stores). You can select one or more.

The department lets you filter on one or more departments among those you have access to.

The section is an optional filter to refine the analysis further.

Good to know: your filters are kept when you switch tabs. If you filter on "Restaurant Brussels centre, February 2026, week by week", this setting stays active when you move from HR to Productivity.

The KPI widgets

Each widget shows the metric title (for example "Scheduled hours"), the total value over the period (for example "1,247 h"), and the change compared to the previous period (the same duration just before), as a percentage and with a visual indicator: a green arrow up if rising, red down if falling.

A help bubble (the "i" icon) explains exactly how the figure is calculated.

Clicking a widget switches the main chart to that metric. For example, on the Productivity tab, clicking the "Productivity" widget shows the change in the productivity index over time.

The Refresh button

At the top right, a "refresh" icon forces a recalculation. Smart Analytics keeps a cached copy for speed (the cache is updated automatically every night at 2am). Use this button when you have just corrected data (a manual clocking, for example) and want to see the result immediately.

Working time: scheduled vs clocked

This tab compares what was scheduled with what was actually worked. It is the operational dashboard par excellence.

The main widgets show:

• Scheduled hours: total planned in the schedule.
• Clocked hours: total worked based on closed clockings.
• Overtime: the gap between the two (positive if over-presence, negative if under-presence).
• Labour (€): total payroll cost of the clockings.

The table adds the difference in hours and as a percentage, the labour cost in euros and as a percentage, as well as the overtime breakdown.

Frequently asked questions

My figures don't exactly match those on the Hours page. That's normal below the 1% mark. Smart Analytics uses a near real-time calculation with slightly different rounding. The Hours page remains the reference for payroll and legal matters.

Why doesn't a clocking appear in Smart Analytics? To be counted, a clocking must be closed (with an end time). Clockings that are still open are not taken into account.

Turnover: forecasts vs actual sales

This tab lets you validate whether your turnover forecasts are realistic, and spot significant gaps between what was planned and what actually came into the till.

The data comes from the "Day comments" in the Dashboard (actual turnover entered manually), or from a POS integration such as Lightspeed if you have connected one. The forecasts come from what you entered ahead of the schedule.

The widgets show actual turnover, forecast turnover, the total gap in euros and the gap as a percentage.

Frequently asked questions

My actual turnover is at zero, is that normal? For actual turnover to display, you must either enter your daily turnover in the Dashboard, or have an active POS integration (Lightspeed and others). Without any data entered, actual turnover stays at zero.

Where are my POS integrations? In Settings, then Integrations.

Staff costs

This tab gives you an overview of your payroll and your average hourly wage.

The widgets show scheduled hours, clocked hours, total payroll cost and the average hourly wage.

The table adds the hours gap, the actual hours and the average payroll cost.

Good to know

The payroll cost shown is the gross declared payroll cost, not the full employer cost (ONSS, employer contributions). The full employer cost will be added in a future version.

Labour cost mix

This tab shows you how your payroll breaks down across your different employee categories: permanent, fixed-term, students, flexi, temporary, etc. It answers the question "which contract type costs me the most in proportion?".

The widgets show the overall mix, the total cost, the majority category (the most costly employee type) and the number of categories used.

The table details one line per employee type with the cost and the percentage of the total.

Frequently asked question

Why do I see the "Other" category? Employees who have no employee type defined in their profile automatically fall into "Other". To fix this, complete the employee type in the HR profile of each collaborator concerned.

Productivity

This tab measures your operational efficiency. It calculates two key ratios: the turnover generated per hour worked, and the weight of payroll cost in turnover.

The widgets show turnover, hours, payroll cost, the payroll ratio (cost divided by turnover) and the productivity index (turnover divided by hours).

How to read these figures

A low payroll ratio is a good sign: your payroll cost weighs little on your turnover.

A high productivity index is also positive: each hour worked generates a lot of turnover.

Frequently asked question

My productivity is at zero. For productivity to be calculated, actual turnover must be entered (see the Turnover tab above). Without sales data, the ratio cannot be established.

Planning adherence

This tab checks that your schedule is stable and that you are not changing it at the last minute. It is an essential quality KPI for your teams' satisfaction.

The widgets show the total number of shifts, the accuracy percentage (share of shifts that were not changed after their first approval), the number of change requests and the number of exchanges (swaps).

The table adds the average change lead time (in hours), the updates made less than 24h before the start of the shift and those made less than 48h before.

How to read these figures

An accuracy above 90% indicates a stable schedule: what was published largely matches what was worked.

Many changes under 24h is a warning signal: your schedule is unreliable and your employees are regularly caught off guard.

Planning operations

This tab measures the volume of your scheduling activity: how many shifts you create, update, delete, how many free shifts you publish and how many are picked up.

The widgets show the total shift volume, scheduled hours, target hours and over-booking (the gap between scheduled and target).

The table also details:

• The number of updates, deletions and the average number of changes per shift.
• The gap between scheduled hours and target hours.
• The free shifts published, filled and unfilled.
• The average time to fill: time between publishing a free shift and the moment an employee accepts it.

Frequently asked questions

What is a free shift? A slot published without an employee name, which members of your team can claim from the Shyfter Staff mobile app or from Shyfter Web.

Why is my time to fill so long? The shorter the time, the more responsive your team is. Beyond 48h, it's usually a sign that internal communication or mobile notifications are not working well. Check that your employees have properly installed the app and enabled notifications.

Clocking operations

This tab measures the volume and quality of your clockings: how many manual corrections, how many free clockings (with no associated shift).

The widgets show the total number of clockings, manual updates, the number of free clockings and their percentage of the total.

How to read these figures

A high percentage of free clockings indicates either that your team forgets to clock on their shifts (and a manager corrects afterwards), or that your organisation runs a lot on unscheduled shifts.

A high number of manual updates reveals that a manager often corrects clockings (a forgotten clock-in, a scan error, etc.).

Frequently asked questions

What is a free clocking? A clocking with no associated shift. Either the employee clocks in when they had no scheduled shift that day, or the manager creates a clocking without attaching it to a shift.

What is a manual update? A clocking created or modified from the manager interface, and not from the tablet or the mobile app by the employee.

Clocking statistics

This tab zooms in on the quality of individual clockings: average duration, deviation from the theoretical shift, medium used to clock.

The widgets show the number of clockings, the average duration, the average duration difference compared to the scheduled shift, and the breakdown between tablet clockings and app clockings.

How to read these figures

A positive duration difference means that, on average, your employees stay longer than planned.

A negative duration difference means that, on average, they leave earlier or arrive later.

The tablet / app breakdown tells you the dominant clocking channel in your organisation.

Frequently asked question

Tablet and app, what exactly are those? The tablet refers to Shyfter POS, the in-store terminal on which employees badge. The app refers to Shyfter Staff installed on each employee's personal smartphone.

HR

This tab is the dashboard for the HR director or site manager. It gives you a clear view of your headcount and your turnover.

The widgets show the total headcount, the active headcount (employees who had at least one shift or one clocking over the period), new employees and employees deactivated over the period.

The table adds the staff turnover rate (deactivated employees divided by headcount, multiplied by 100), the average time spent in the company (in days), the average age of employees (in years), the number of contracts created and the average contract signature lead time.

How to read these figures

If your active headcount is significantly lower than your total headcount, it means part of your members are inactive and may be worth deactivating.

A turnover rate above 30% over the year is a warning signal worth analysing.

A high contract signature lead time reveals administrative friction: your employees are slow to sign their contract.

Frequently asked questions

What is a "deactivated" employee? An employee whose profile was archived or deleted over the period. This corresponds to a departure from headcount: resignation, end of contract or dismissal.

Why is my turnover rate so high this month? Often an end-of-fixed-term season, for example students in September or extras after the holidays. Compare with the previous month and with the same period last year to put the figures in perspective.

Points to be aware of

Near real-time data

Smart Analytics keeps a cached copy of the results to display your dashboards quickly. This cache is refreshed automatically every night at 2am.

In practice: a correction made at 10am does not appear immediately in Smart Analytics. To force the update, click the Refresh button at the top right. The calculation takes from a few seconds to a few dozen seconds depending on the size of your account and the requested period.

Small gaps vs the Hours page

You may notice small gaps (generally under 1%) between Smart Analytics and the Hours page or the other Shyfter counters. These differences come from slightly different rounding methods and the near real-time calculation.

Keep in mind: the Hours page remains the source of truth for legal matters and payroll. Smart Analytics is an operational steering tool, not a legal tool.

Full history from activation

Smart Analytics displays your account's entire history as soon as it is activated. There is no limitation to "since activation". On very large accounts (several years, several thousand employees), the first load of a wide range can take 30 seconds to 2 minutes.

Frequently asked questions

The Smart Analytics menu doesn't appear for me. Three possible reasons: your account is not on the Pro pack, the feature is not yet technically enabled, or you don't have an administrator role. Contact support via the chat to check your situation, or check your rights in Settings, Team, Roles.

I see zero everywhere, what's going on? Several possible causes: your period filters are too restrictive, your account or department filters are empty, the feature has just been enabled and the calculation batch hasn't run yet (press Refresh or wait until 2am), or there is simply no shift or clocking over the selected period.

How do I export my data to Excel? Switch to Table view, then click the Download button at the top right. The export includes the displayed columns and the grouping granularity you selected.

Can I freely compare two periods? Not directly in Smart Analytics, but each widget already shows the change compared to the previous period of the same duration (arrow and percentage below the main value). To compare two specific periods, export the data to Excel.

How do I identify the manager who makes a lot of manual corrections? The Clocking operations tab gives you the volume of manual updates, with drill-down by department and section. Smart Analytics doesn't give a name: for the named detail, use the Planning operations tab on the Hours page.

I want my team to see these statistics. Smart Analytics is reserved for administrators. For a member to access it, make them an administrator of the department concerned (Settings, Team, Roles).

How do I switch to the Pro pack to benefit from Smart Analytics? Contact our team via the chat, we will guide you on the conditions and the change to your subscription.

Glossary

To quickly understand the vocabulary used in Smart Analytics:

Term	Definition
Shift	Work slot scheduled for an employee (start, end, role, section).
Clocking	Clock-in and clock-out times actually scanned by an employee.
Free shift	Shift published without an assignee, open for applications.
Free clocking	Clocking with no associated scheduled shift.
Manual update	Clocking created or corrected from the manager interface.
Active headcount	Employees who had at least one shift or one clocking over the period.
Turnover rate	(Deactivated employees divided by headcount) multiplied by 100, over the period.
Cost mix	Breakdown of payroll cost by employee type.
Target (hours)	Target coverage hours configured by day of the week at department level.
Over-booking	Hours scheduled above the target.
Under-presence	Clocked hours lower than scheduled hours.
Productivity index	Turnover divided by hours worked.
Payroll ratio	Payroll cost divided by turnover.
"Other" category	Employee type not defined in the profile, default value in the Cost mix.
Near real-time	Data refreshed via a cache updated every night, and on demand via the Refresh button.