The verdict in three sentences
For a services group with 250 shift-based employees, a SaaS scheduling tool costs 4 to 11 CAD per employee per month, i.e. 12,000 to 33,000 CAD per year. A custom build, from 50,000 to 120,000 CAD with a Montreal agency and 4,000,000 to 7,000,000 FCFA (about 6,100 to 10,670 EUR) with Kolonell, pays off when your rules (collective agreements, client sites, qualifications) do not fit a standard tool. In both cases, the main stake is automatic control of rest periods and overtime, which protects the company before the labour standards board.
What each option costs over three years
HR directors often compare a monthly subscription with a development quote. Over three years and 250 employees, the gap reads differently.
| Option (2026 estimate, Montreal) | Upfront cost | Annual cost | 3-year cost | Fit with internal rules |
|---|---|---|---|---|
| Spreadsheets + text messages | 0 CAD | Manager time, unpriced | High legal risk | Full but manual |
| Entry-level scheduling SaaS | 1,500 to 4,500 CAD | 12,000 CAD (4 CAD per employee) | 37,500 to 40,500 CAD | Limited |
| Full-featured scheduling SaaS | 4,500 to 12,000 CAD | 33,000 CAD (11 CAD per employee) | 103,500 to 111,000 CAD | Configurable |
| Custom build, local agency (market estimate) | 50,000 to 120,000 CAD | 8,000 to 18,000 CAD | 74,000 to 174,000 CAD | Full |
| Custom build, Kolonell | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | Maintenance 35,000 to 120,000 FCFA per month + hosting | About 15,000 to 31,000 CAD | Full |
A SaaS remains the right choice if your schedules follow regular cycles under a single set of rules. A custom build takes the lead when you manage several collective agreements, client sites with imposed hours and mandatory qualifications per position.
Quebec labour rules to automate
A compliant schedule is checked before it is published, not after a complaint to the CNESST. These are the checks we build in by default.
| Rule (Quebec Act respecting labour standards, 2026) | Threshold | Check in the app |
|---|---|---|
| Weekly rest | 32 consecutive hours minimum | Alert on the rolling week |
| Overtime threshold | Beyond 40 hours per week, paid at 150% | Running counter per employee |
| Refusal of extra hours | Right to refuse beyond 2 hours over usual daily hours | Flag before assignment |
| Refusal of long weeks | Right to refuse beyond 50 hours per week | Blocking or explicit consent |
| Schedule notice | Employee may refuse work if not informed at least 5 days ahead | Timestamped changes |
| Reporting pay | 3 hours' pay if called in and sent home early | Automatic calculation |
| French-language interface | Charter of the French language applies to work tools | French UI by default, English optional |
Collective agreements in your sector can change several of these thresholds. We configure them during scoping, with your lawyer or payroll provider, before writing a single line of code.
What a custom scheduling app includes
The typical scope fits in five modules: drag-and-drop schedule per site and team, employee app to view and swap shifts, absence and replacement management, legal checks, export to payroll software (Nethris, Employer D, ADP). Shift swaps between employees, approved by the manager in one click, sharply reduce Sunday evening calls. Usual timeline: 10 to 16 weeks, pilot included.
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Illustrative example: Isabelle, HR director of a 250-employee cleaning and reception services group in Montreal, oversees 15 site managers. Each spends about 6 hours a week building and fixing schedules. If the tool saves those 6 hours, that is 4,140 hours per year over 46 weeks, about 190,000 CAD at 46 CAD loaded hourly cost. Even with a real gain of 3 hours, savings stay above 95,000 CAD. On the tool side, a SaaS at 7 CAD per employee costs 21,000 CAD per year, i.e. 63,000 CAD over three years. A Kolonell app at 6,000,000 FCFA (about 9,150 EUR, roughly 13,500 CAD), with 75,000 FCFA monthly maintenance (about 2,000 CAD per year) and 1,800 CAD of annual hosting, comes to about 24,900 CAD over three years.
FAQ
Does scheduling software really protect us in a labour dispute?
It does not replace legal advice, but it keeps a timestamped history of schedules and changes. In a dispute over rest or overtime, this evidence carries weight, especially for claims covering several years.
Can the app connect to our payroll software?
Yes, exporting payroll variables (hours, premiums, absences) to Nethris, Employer D or ADP usually takes 5 to 10 development days. The format is validated with your payroll administrator before go-live.
Do employees need to install an app?
No, a web app installable from the browser is enough. It works on any smartphone and sends a notification for each schedule change.
How long does it take to roll out to 250 employees?
Count 10 to 16 weeks, including a 3 to 4 week pilot on 1 or 2 sites. Training a manager takes about 1.5 hours.
Does the interface have to be in French?
In Quebec, work tools provided to employees must be available in French under the Charter of the French language. We build the French interface first and add English for 2 to 4 extra days.
Let's scope your project. Send us your headcount, sites and collective agreements: we will price a scheduling app within the 4 to 7M FCFA range with a pilot in 10 weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
