In retail, Christmas sales determine the entire financial year. For weeks, stores are crowded, sales skyrocket – and at the same time, the pressure on staff increases enormously. Whether cashiers, warehouse assistants, or salespeople: without seasonal workers, this rush of customers could not be managed.
However, hiring additional staff at short notice brings challenges. New employees must be trained quickly, long opening hours require flexible shift models, and overtime must be recorded correctly. This is where digital workforce planning tools can be a decisive help in maintaining an overview and reducing stress.
Challenges in the Christmas business
Unpredictable customer flows
Especially on Advent weekends or shortly before Christmas Eve, customer traffic is difficult to predict. While weekdays see moderate footfall, long queues form at cash registers and service counters on Saturdays.
Quick training
Seasonal workers must become familiar with cash register systems, product placement, and service standards within a very short time. The later they join the team, the more difficult their integration becomes.
Complex shift models
Long opening hours, Sunday shopping, or special promotions such as midnight shopping require flexible planning. Manual shift schedules quickly reach their limits here.
Legal and administrative requirements
Employment contracts, absences, and overtime must be documented in a legally compliant manner. With hundreds of temporary workers and mini-jobbers, the administrative burden increases enormously.
Example: Black Friday and Advent weekends
A fashion store expects customer footfall to double on Black Friday. The store is also packed to the brim on the four Saturdays in Advent. Staffing requirements rise from 60 to 100 employees at short notice.
Without digital tools: Store management creates duty rosters using Excel. Phone calls and WhatsApp messages are used to clarify last-minute changes. But the system breaks down: Employees show up twice or not at all, cash registers remain unmanned, and the mood sours.
With digital planning: Duty rosters are created automatically, taking into account availability and qualifications. Changes are communicated to everyone immediately.
Digital onboarding: New seasonal employees can complete online training courses on cash register processes or product training before they start work.
Time tracking: Overtime is correctly documented and can be transferred directly to payroll accounting.
The result: Customers receive competent advice even during the busiest times, waiting times are reduced, and the team remains motivated.
Digital solutions
Automated shift planning
Software creates schedules that automatically take into account availability, breaks, and legal requirements. Adjustments can be made live—without chaos.
Digital onboarding
Seasonal workers are trained before their first day of work with manuals, videos, or e-learning modules. This allows them to start working productively right away.
Time tracking & absences
Working hours are recorded digitally, and sick leave and vacations can be easily entered. Overtime is documented transparently and in compliance with legal requirements.
Self-service app
Employees have access to their shifts, can submit swap requests, or report absences. This reduces queries and takes the pressure off store management.
Best Practices
- Early planning: Publish shift schedules for the Advent season at least two weeks in advance.
- Record qualifications: Deploy employees according to their strengths (e.g. cash register, consulting, warehouse).
- Digital employee pools: Make a note of seasonal workers who have proven themselves for the next season.
- Show appreciation: Despite stress, don’t forget feedback and recognition – this increases loyalty.
Fazit
The Christmas shopping season is a huge challenge for retailers. Manual methods can lead to chaos, overload, and dissatisfied customers. Digital tools for shift planning, onboarding, and time tracking create transparency, reduce stress, and ensure that even peak periods are handled with ease.
