Platform · Workforce & scheduling
Plan the day before it happens to you.
Who is working, on what, where, under which role — and what happened to the plan once the day started. Workforce is the layer every other capability resolves against.
The operational problem
The roster is not the operation.
Most organizations can produce a staff list and a schedule. Neither answers the question a supervisor actually has at 9:40 in the morning: is the work happening, and is anyone falling through. The schedule describes intent. The timekeeping system describes hours. The system of record describes services after documentation. Nobody owns the space in between.
That gap is filled manually — a group text, a phone call, a spreadsheet that one person maintains and everyone depends on. It works until the operation grows, until that person is on leave, or until somebody needs to reconstruct a week that closed three months ago.
How Phibian handles it
One directory, one set of assignments, one approval cycle.
Phibian holds people, programs, locations and assignments as shared structure — so scheduling, field activity, compliance and approvals all resolve against the same definition of who does what.
Directory with a real identity model
Workers, clients and assignments are joined on stable identifiers, never on human names. External-ID maps carry identities from connected systems without collapsing two people into one.
Scheduling and time off in the same place
Scheduled work and approved absence live beside each other, so coverage is a fact rather than a reconciliation exercise between two tools.
Weekly approval that actually closes
A timesheet period moves through submitted, approved, returned and reopened. Approving captures an immutable snapshot — and if something underneath changes later, the week comes back for a fresh look automatically.
Scoped access, not blanket access
Permissions can be scoped to a program or a location, so a supervisor sees their part of the operation without being handed the whole organization.
Multi-organization structure
People who work across affiliated organizations hold membership in each, and switching between them is an explicit, server-resolved action rather than a cosmetic filter.
Exceptions instead of hunting
Missing clock-outs, unsubmitted timesheets and unmatched records surface as ranked, actionable items rather than as a report someone has to think to run.
In the product
One model, two surfaces.
What the worker records is what the supervisor reviews. There is no second entry, and no reconciliation step between the two.
In Admin
Team gives a supervisor the shape of the day: who is on shift, who is scheduled, who is off, and where the exceptions are. Every number opens into the records behind it.
- On shift now, scheduled today, and time off in one view
- Assignments by program, location and role
- Invitations, account status and role changes with an audit trail
- Weekly approval with a locked snapshot and automatic reopening
For the Worker
A worker sees their own day and their own record — the schedule they were given, the time they recorded, and the corrections they have asked for.
- Today’s assignments on one screen
- Time off requests and their state
- Their own recorded time, including anything captured offline
- A way to ask for a correction without a phone call
How it connects
Nothing here is a standalone product.
The value is not the capability on its own — it is what happens when this record is continuous with the rest of the operation.
Field activity resolves against these assignments
A clock-in is not a free-floating event — it lands against a person, a program and a site that the workforce layer already defines.
Compliance evaluates rules over the same records
Workflow rules such as missing clock-out or unsubmitted timesheet read the operational record directly, so an alert always has evidence underneath it.
Approved time becomes payroll-ready output
The approval snapshot is the artefact payroll consumes, which is why approving has to mean something.
Connected systems map to the same identities
When an external system is connected, its identities map onto this directory rather than creating a parallel one.
Keep exploring
Field & movement
What happens once the plan meets the real world — location-aware time, geofences and offline capture.
Explore Field & movementOperational visibility
The solution view: how workforce, field activity, alerts and compliance combine into one picture.
Explore Operational visibilityBehavioral health & recovery
How this looks for community-based teams with distributed caseloads and supervision requirements.
Explore Behavioral health & recovery