Dyflexis
Dutch workforce management platform combining demand forecasting, shift scheduling, time and attendance tracking and talent management in one system, with AI-driven auto scheduling on its higher tiers and automated handover to payroll software.
What is Dyflexis?
Dyflexis is a workforce management platform published by Dyflexis B.V. of The Hague, in the Netherlands. It addresses the full cycle of shift-based work, which the company presents as four stages: availability and capacity, scheduling and steering, time and attendance, then payroll and automation.
The forecasting side estimates how many people are needed and when, drawing on historical data enriched by day of the week, events and seasonal holidays. Capacity management sets out who is genuinely available, taking contract rules, employee preferences and skill levels into account. Scheduling then turns that into rosters that respect availability, leave, overtime and budget, with built-in notifications for the Dutch Working Hours Act and Balanced Labour Market Act and configuration for collective bargaining agreements. On the two highest tiers, Auto Scheduling populates rosters automatically from forecast demand, and Rotating Multi-Shift Scheduling handles repeating two, three, four and five-shift cycles.
Employees interact through an iOS and Android app: they see current shifts, submit availability, respond to open shifts, swap shifts, request leave and clock in and out, with geofencing available. Alongside the app, Dyflexis sells its own physical clocking hardware, the Rex-O-Matic, which accepts a personal pass, a bank card or a phone; the hardware is supplied on loan and remains the vendor's property. Recorded hours flow into time tracking with automatic break rules, rounding, surcharges, meal and mileage registration, and period locking.
Verified hours then move into payroll through named connectors, and reporting closes the loop with dashboards on labour cost, revenue and productivity. The upper tiers add BI and data warehouse export, single sign-on, and regions and clusters for multi-site groups. A top Talent tier adds performance management on a nine-grid matrix, skills and certificate management, and an internal social hub.
An Open API using REST and JSON, secured with customer-managed API keys, underpins the twenty-one named integrations and any custom work. The company reports more than 4,500 customers across over twenty countries.
What it does
- Forecast staffing demand from historical data, enriched by weekday, events and seasonal holidays
- Build and publish compliant rosters that respect availability, contracts, skills and budget
- Track worked hours through the mobile app, a Rex-O-Matic clocking terminal or manual entry
- Manage leave, absence and sickness in a single real-time overview
- Push approved hours and allowances into the payroll system automatically
- Report on labour cost, revenue and productivity per department, location, region or cluster
- Map skills, certificates and performance to spot gaps and plan development
When to use Dyflexis / When not to
A quick filter to help you decide if Dyflexis is the right fit.
When to use Dyflexis
- Operations managers running shift-based teams across hospitality, retail, production, care or leisure sites
- HR managers who need contracts, availability, leave, skills and certificates held in a single employee record
- Payroll administrators who want approved hours pushed straight into ADP, DATEV, AFAS, Nmbrs or Exact
- Finance leads tracking labour cost against revenue and budget versus actual spend per cost centre
- Multi-site and franchise organisations comparing performance across locations, regions and clusters
When not to use Dyflexis
- Teams wanting to sign up and start unaided: every tier routes through a demo and a quote, with no self-service checkout
- Buyers looking for a free plan or a free trial, since neither is published on the pricing page
- Small teams that only need AI forecasting or auto scheduling, which are gated behind the two highest tiers
- Organisations with salaried staff on fixed hours and no rota, rostering or clocking requirement
- Companies needing the interface in a language other than English, Dutch or German
How to use Dyflexis
A typical end-to-end flow, from setup to results.
- Request a demo or a quote from the website, since there is no self-service sign-up
- Choose between the Pro, Suite, Expert and Talent tiers according to the features required
- Work through the guided implementation, which the vendor sells as a personal onboarding service
- Load employee records: contracts, personal data, hourly wage, availability, skills and certificates
- Configure roles and permissions so each user sees only what they should
- Set labour law and collective bargaining rules for the relevant jurisdiction
- Build rosters manually, from shift templates, or automatically from forecast demand on the higher tiers
- Choose how hours are captured: the employee app, a Rex-O-Matic terminal, or manual entry
- Connect payroll, POS, ERP or BI systems using a marketplace connector or the Open API with a self-issued key
- Review dashboards on budget versus actual spend, labour cost and productivity, and adjust staffing
Pros & Cons
Pros
- Pricing is published openly and in figures across three currencies, which is unusual in this market
- The publisher holds its own numbered ISO 27001:2022, ISO 9001:2015 and ISO 27701:2019 certificates, downloadable as PDFs
- Hosting is explicitly named: the application runs in Amsterdam on Scaleway infrastructure
- A data processing agreement is built into the general conditions rather than offered on request
- The sub-processor list is published as a dated public document naming each vendor and its location
- An Open API with customer-managed keys supports both the listed connectors and custom integrations
- Dutch working time and collective bargaining rules are handled natively rather than bolted on
Cons
- No free plan and no free trial are published, and every tier routes through a quote request
- The AI features, Auto Scheduling and AI-powered forecasting, are reserved for the two most expensive tiers
- There is no standalone demo page: the demo link serves the homepage and the buttons are inert anchors
- Customer counts disagree across the site, with 4,500 on the homepage and 5,500 on the API page
- The homepage advertises more than twenty languages while the site's own llms.txt says twenty countries, and only three interface languages exist
- The site's llms.txt still publishes a former head office address that the terms and contact page have superseded
- Licences are counted on registered employees rather than active usage, and reductions need three months' written notice
Pricing & Plans
No free plan and no free trial are advertised. The published entry point is the Pro tier at EUR 4.50 per user per month, also quoted at USD 6.00 and GBP 4.50. Three higher tiers follow at EUR 5.50, EUR 6.50 and EUR 7.50 per user per month. Every tier is sold through a quote request rather than online checkout, so the published figures should be read as an entry point rather than a final price. A licence is counted as the maximum number of employee records held in Active or Inactive status, with Inactive records excluded, and flexible licences are billed on the highest monthly usage.
- scheduling
- time and attendance
- leave and absence
- reports
- roles and permissions
- employee app
- newsfeed
- everything in Pro plus payroll integration
- POS/PMS/ERP integration
- performance dashboard
- forecasting module
- temporary staffing
- time tracking by cost centre
- everything in Suite plus BI and data warehousing via API
- AI-powered forecasting
- Auto Scheduling
- rotating multi-shift scheduling
- single sign-on
- regions and clusters
- everything in Expert plus performance management on a nine-grid matrix
- skills management
- employee social hub and chat
Data, GDPR & hosting
A consolidated view of how Dyflexis handles your data.
GDPR overview
GDPR implementation is documented rather than merely asserted. A data processing agreement drawn under Article 28(3) is bound into the general conditions as Annex 2, so it does not have to be requested separately. Dyflexis holds an ISO 27701:2019 certificate for privacy information management alongside ISO 27001:2022, and publishes the certificates as numbered PDFs. A data protection officer is reachable at privacy@dyflexis.com. Processing takes place mainly inside the EU/EEA; where it does not, the company says it relies on European Commission adequacy decisions or Standard Contractual Clauses. Sub-processors are listed publicly with their locations. One inconsistency is worth noting: the privacy policy is labelled version 2.1 "As of Mar. 2026" yet closes by saying it was drawn up in February 2022.
Who owns the data?
Under its general conditions and privacy policy, Dyflexis positions itself as a data processor, not a controller: the customer, normally the employer, decides what employee data is stored and why, and remains responsible for it. Employees who want access, correction or deletion must approach their employer, because Dyflexis states it is neither able nor permitted to act on such requests and simply forwards them. Dyflexis may use anonymised data for statistical analysis and benchmarking, and may monitor use of the service to make recommendations. At the end of a contract the customer database is made available to the customer and then deleted.
Reuse rights
The customer keeps control of its own records: the employer determines which data goes into the platform and for what purpose, and Dyflexis processes it on instruction. At the end of the agreement Dyflexis returns all personal data it holds, normally as a database export, within three months, and a paid Archive Service is offered if the customer wants a human-readable hosted copy instead. Data is not passed to third parties except where needed to deliver the service or required by law, and the sub-processors involved are published. The one reuse Dyflexis reserves for itself is anonymised: statistical analysis and benchmarking, plus usage monitoring that feeds recommendations back to the customer. No clause anywhere describes customer data being used to train AI models.
Data retention & training
Hosting summary
Dyflexis states that its web application is hosted in Amsterdam, in the Netherlands, by Scaleway, named openly in the company's public sub-processor document. The marketing pages carry the same claim in shorter form, with "Data Hosted in Europe" on the homepage, "European servers" in the pricing feature list, and "Made in Europe. Hosted in Europe." in the page footer. Daily backups are listed among the security features. Two further sub-processors are located in the EU: Spryng, which sends SMS messages, and Zendesk, which runs the support ticketing system. The data processing agreement says processing happens mainly within the EU and EEA, and that anything outside is covered either by a European Commission adequacy decision or by Standard Contractual Clauses. Jurisdiction is Dutch: the agreement is governed by Dutch law and disputes go to the competent court in The Hague district. Note that the ISO certificates listed against Scaleway belong to that hosting provider, not to Dyflexis.
Things to keep in mind
Risks and trade-offs to weigh before adopting Dyflexis.
- Continuous scheduling, clocking and geofencing data makes workforce surveillance easy; the balance between operational control and employee privacy is a management choice the software does not make for you
- Dyflexis itself advises against using finger-scan clocking, warning that the Dutch data protection authority treats a complaint as evidence that consent was not freely given, and it declines liability for resulting fines
- Employees cannot exercise their own data rights through Dyflexis: requests must go to the employer, so staff may find the route to correction or deletion slower than expected
- Leaning on automated forecasts and Auto Scheduling can erode the local judgement of experienced planners, who often know things about their teams that historical data never captures
- Optimising rosters purely on cost and forecast demand can produce technically compliant but humanly punishing schedules if no one reviews the output
- Nothing on the site or in the contract addresses whether customer data trains AI models, and no opt-out is offered, so buyers who care should get that in writing
- Licences are billed on registered employee records rather than actual use, and reducing them requires three months' written notice, so headcount changes can be paid for well after the fact
Setup & Integrations
Technical difficulty
Moderate, and deliberately assisted. There is no self-service sign-up: buyers go through a demo and a quote, and the vendor sells a guided implementation with personal consultancy, e-learning and a knowledge base. The real work is configuration rather than installation, namely loading employee records, contracts and skills, and setting labour law and collective bargaining rules. Connecting payroll, POS or ERP is straightforward where a ready-made connector exists among the twenty-one published; anything else needs development against the Open API. Deploying Rex-O-Matic clocking hardware adds a physical installation step.
Deployment
Apps stores
Integrations
Supported languages
Behind Dyflexis
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Who publishes Dyflexis?
What does Dyflexis cost?
Is there a free plan or a free trial?
Where is the data hosted?
Does Dyflexis offer an API?
Is there a mobile app?
What certifications does Dyflexis hold?
Is a data processing agreement available?
Is customer data used to train AI models?
Which systems does Dyflexis integrate with?
Should you pick Dyflexis?
Dyflexis is a mature product rather than a recent launch. The software dates back to 2008, the publisher employs somewhere between 114 and 123 people depending on the source, and the customer base is described as more than 4,500 organisations across over twenty countries. It sits squarely in shift-based operations: hospitality, retail, production and logistics, care, and leisure, with particular attention to multi-site and franchise groups.
Two things stand out against the wider market. The first is transparency. Prices are published in figures across three currencies, the hosting provider and city are named, the sub-processor list is a dated public document, and the ISO certificates are genuine numbered certificates belonging to the publisher rather than to its hosting provider. The second is that the data processing agreement is bound into the contract instead of being an optional extra.
The reservations are mostly about the commercial path and about housekeeping. There is no free plan, no published trial, and no way to buy without talking to sales, which will deter smaller teams. The AI capabilities that the marketing leads with sit on the two most expensive tiers, so the headline promise and the entry price do not describe the same product. Several figures also disagree across the site: customer counts differ between pages, the homepage claims more than twenty languages where the company's own machine-readable file says twenty countries, and that file still carries a head office address the contract has moved on from.
One point deserves explicit flagging: the constitution date of the legal entity could not be established. The Dutch register reserves it to a paid extract, and the freely readable relays each report a different event. That field has therefore been left at the sentinel value rather than filled with a plausible guess.
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