Shift Work in a Warehouse - How to Plan a Schedule During Peak Season?

A seasonal spike in warehouse volume means one of two things: either the schedule was planned in advance, or the company will spend the entire peak putting out staffing fires. Shift work in logistics is a topic that requires balancing three things at once: Labour Code regulations, the real capacity of the workforce, and the unpredictability of orders during the season. A well-planned warehouse shift schedule can absorb even a large spike in volume without mass overtime and team burnout.

Legal basis for shift and night work

The organization of shift work in Poland is based on several firm rules set out in the Labour Code. Night time covers 8 hours between 9:00 PM and 7:00 AM, and the employer sets the exact range (e.g. 10:00 PM-6:00 AM) in the work regulations. An employee is considered to work at night if their work schedule includes at least 3 hours of night work in each 24-hour period, or if at least 1/4 of their working time in the settlement period falls within that period. Such employees are entitled to an allowance of 20% of the hourly rate derived from the minimum wage for each hour of night work. Regardless of the shift system used, every employee must be guaranteed a minimum of 11 hours of uninterrupted daily rest and 35 hours of weekly rest.

Shift systems used in warehouses

Warehouse schedule planning is usually based on one of several models. A two-shift system (e.g. 6 AM-2 PM and 2 PM-10 PM) works well where there is no need for night work. A three-shift system covers the full 24 hours and is standard for high e-commerce order volumes. An equivalent (balanced) working time system allows a single shift to be extended to 12 hours, which is popular during seasonal peaks because it reduces the number of shift handovers and simplifies coordination. A four-crew system, found in facilities operating continuously, ensures 24/7 coverage seven days a week through a rotating crew arrangement.

How to plan a schedule for the seasonal peak?

With a forecasted increase in volume, it is worth starting by determining actual hourly demand, not just daily demand - peaks in e-commerce warehouses are often concentrated in specific hours (e.g. after the previous day's order cut-off closes). Next, an additional shift should be planned or existing ones extended, taking into account rest limits and the maximum working time in the settlement period. It is also crucial to build in a buffer - scheduling for 100% of available staff with no reserve means that any single absence creates a gap in coverage. Good practice is to plan the schedule with a 5-10% surplus of hours relative to theoretical demand.

The role of temporary workers in the seasonal schedule

A permanent team can rarely absorb a seasonal spike in volume on its own without mass overtime. Bringing in temporary workers for specific, additional shifts (e.g. only for the second shift during the peak) allows the permanent team to stay on regular hours while covering the extra volume. It is worth planning a separate, simplified schedule for temporary workers, with a clearly defined start and end of engagement, to avoid chaos when winding down staffing after the season.

The most common mistakes when planning seasonal schedules

The first typical mistake is scheduling exactly 100% of theoretical demand, with no buffer at all - any single absence immediately creates a gap that has to be patched with overtime from the rest of the team. The second is bringing temporary workers into the schedule too late - if the agency finds out about an additional shift a week before it starts, it is hard to achieve full staffing. The third mistake is a lack of clear division of tasks between shifts - if the morning and afternoon shifts do not have clearly defined priorities, this often leads to duplicated work or, conversely, gaps in order fulfillment. The fourth, equally common mistake is having no plan for winding down additional shifts after the season - companies that fail to determine in advance when and how to gradually reduce staffing often keep paying for surplus shifts for weeks after the peak.

FAQ

1. How many hours does night time last under the Labour Code?

8 hours between 9:00 PM and 7:00 AM. The employer sets the exact range (e.g. 10:00 PM-6:00 AM) in the work regulations or a collective agreement.

2. What allowance is due for night work?

20% of the hourly rate derived from the minimum wage for every hour of night work.

3. What is the minimum rest between shifts?

11 hours of uninterrupted daily rest and 35 hours of weekly rest, regardless of the working time system applied.

4. Which shift system works best during a seasonal peak?

Most often, an equivalent working time system with extended shifts (up to 12 hours) or an additional third shift introduced only for the peak period, staffed largely by temporary workers.

5. How large a staffing buffer should be planned in a seasonal schedule?

Standard practice recommends a 5-10% surplus of hours above theoretical demand, so that individual absences do not create staffing gaps.

6. How far in advance should an additional shift be reported to a staffing agency?

At least a few weeks before the planned start of the season - reporting the need too late makes it difficult for the agency to fully staff the additional shift.

Need additional staff for specific shifts during the seasonal peak? Gremi Personal will provide temporary workers matched to your schedule.