Sundhamn School
How one school improved day-wide staffing across Preschool and before/after-school care.
Sundhamn School: One planning flow for Preschool and Fritids
The school needed to schedule staff before school, during school hours, and after school in one consistent workflow with strong fairness and coverage control.
Sundhamn School runs both Preschool (Förskola) and before/after-school care (Fritids), with demand peaks at different times across the day. Morning shifts, afternoon shifts, and holiday weeks each require different staffing mixes.
Previously, planning relied on separate documents and manual coordination, making it hard to maintain a reliable full-day view when absences or attendance changed.
The planning challenge
The school needed to coordinate two operations in one schedule without overloading individual staff members. At the same time, availability, absences, and minimum staffing levels had to be respected for each time window.
What had to be handled every week
- Coverage across both Preschool and Fritids before and after standard school hours.
- Role and competency requirements in the right time blocks.
- Absences, part-time contracts, and changing availability.
- Fair distribution of early and late shifts across the team.
How Schedulyn was used
1. Demand by time block
The school entered staffing demand for morning, daytime, afternoon, and holiday periods in one shared setup.
2. Constraints and availability
Each staff member’s availability, absences, and role constraints were captured before solving.
3. Fast calculation and updates
An optimized baseline schedule was generated and could be adjusted quickly whenever conditions changed.
"It was critical for us to plan Preschool and Fritids together; otherwise we quickly lost control when something changed."
"Now we can spot coverage gaps early and distribute early and late shifts more fairly across the team."
Operational outcomes
- Clearer full-day staffing visibility.
- Faster replanning when absences or attendance change.
- Better balance between early and late shifts.
- Less manual administration and fewer ad hoc decisions.