RotaCloud
Staff rota planning, holiday and absence tracking, with clocking in as an add-on.
- Starting price
- From £10 / month
- Free trial
- 30-day free trial, no payment information required
- API
- Yes, a REST API with bearer-token authentication and webhooks
Overview
RotaCloud is web-based rota and workforce software from Kettle & Keyboard in York, built for growing businesses that schedule staff in shifts, such as restaurants, hotels, care homes, retail and dental or vet practices. Managers plan rotas, track holiday and absence and watch labour costs, while staff see their shifts and request swaps in free mobile apps. It is billed monthly or yearly by the number of employees, with clocking in and SMS notifications sold as add-ons.
Our take
Pick RotaCloud if you run a UK business with a few sites and want the rota, leave and absence in one place, with payroll handed to Sage, Staffology or PayCaptain. Because time and attendance is an add-on, a team that only needs a shared rota pays for the planner and nothing more. It is the wrong fit if you need payroll run inside the scheduling tool, or if the sales figures you plan against live in a till system other than Tevalis.
Key Facts
| Category | |
|---|---|
| Starting price | From £10 / month Standard plan for 1 to 5 employees, billed monthly, or £120 a year billed yearly. The price rises with the number of employees, counting all users, admins and managers; above 500 employees the vendor quotes a custom price. Time & Attendance and SMS notifications are add-ons. |
| Free trial | 30-day free trial, no payment information required |
| API | Yes, a REST API with bearer-token authentication and webhooks |
| Users | Growing businesses with shift-based staff; the vendor names restaurants, cafes and bars, hotels, care homes, retail, healthcare, dental practices, vets, leisure, security services and professional services |
| Hosting | Cloud, in the browser, with free mobile apps |
| Made in | United Kingdom |
Features
- Shift planning and templates
- Drag-and-drop rota planner with unlimited rotas and locations, templates applied across any date range, copying of single weeks, months or blocks of shifts, rolling patterns such as 2-on-2-off, customisable roles with hourly or per-shift rates, and shift and day notes; Pro adds bulk actions across many shifts
- Shift swaps and open shifts
- Staff arrange shift swaps or request to drop shifts in the app, and open shifts are sent to all eligible staff, who claim them either first come first served or with a manager approval step
- Availability and time off
- Availability patterns set by staff or by a manager and shown on the rota while planning, holiday management with leave shown on the rota, time off in lieu, and sickness and absence tracking; Pro adds custom rules for leave requests
- Time clock and attendance
- Time & Attendance add-on: clocking in and out of shifts and breaks on the staff's phones or on a tablet terminal with PIN entry and optional photos, with geofencing, GPS logging, Wi-Fi restrictions and rules for early clock-ins, feeding automatic timesheets that compare scheduled and worked hours and flag lateness
- Labour cost and forecasting
- Daily, weekly and monthly labour costs while the rota is built on every plan; Pro adds labour forecasting as a percentage of expected sales and budget caps per rota, department or location, with revenue data entered by hand or synced from Tevalis
- Breaks, overtime and labour rules
- Contracted hours tallied against each employee as shifts are added, breaks recorded on the timesheet, and pay rules for early clock-ins, late clock-outs and rounding of hours; overtime appears in the payroll report
- Payroll export and integration
- A payroll report per pay period with hours, overtime, paid and unpaid leave and total pay, open to manual adjustments before export as a Sage-formatted file or CSV, or sent directly to Staffology or PayCaptain
- Team messaging and notifications
- Email and push notifications for shift updates on every plan, shift acknowledgements, open-shift notifications, and shift and day notes on the rota; SMS notifications are an add-on that also lets staff text in for their next shift
- Platforms and mobile app
- Web app in an up-to-date browser on Mac or Windows, free mobile apps for staff and managers, and a free clocking-in terminal app for iPad and Android tablets
- Integrations and API
- REST API covering shifts, swap requests, availability, leave, terminals, clock-ins and payroll periods, with webhooks; integrations with Sage, Staffology, PayCaptain, Tevalis, Zapier, People HR, Breathe HR, IdencyTime, Optix, Care Consort and calendar feeds for Outlook, Google and Apple
Integrations
- Sage
- Staffology
- PayCaptain
- Tevalis
- Zapier
- People HR
- Breathe HR
- IdencyTime
- Optix
- Care Consort
- Outlook Calendar
- Google Calendar
- Apple Calendar
Deployment and Support
- Deployment
-
- Cloud (SaaS)
- Browser-based
- Support
-
- Chat
- Phone
- Company size
-
- Small and mid-sized
Pros and Cons
Strengths
- 30-day free trial with no payment information required
- Monthly or yearly billing with no setup fees and no long-term contract
- Open shifts can go to the first claimant or through a manager approval step
- Payroll data exported for Sage or sent directly to Staffology and PayCaptain
- Tablet clocking-in terminal runs on an iPad or Android tablet the business already owns
Limitations
- Clocking in and timesheets need the paid Time & Attendance add-on
- Labour forecasting against sales and budget caps are limited to the Pro plan
- Sales data syncs automatically only from Tevalis; otherwise it is entered by hand
- Payroll itself is not run in RotaCloud; data goes to separate payroll software
Pricing
-
Standard
£10 / month
Price shown for 1 to 5 employees, billed monthly, or £120 a year billed yearly; it rises with the number of employees. Rota planning, templates, labour costs, holiday and absence management, shift swapping, availability, reports, mobile apps, and live chat and phone support.
-
Pro
£15 / month
Price shown for 1 to 5 employees, billed monthly, or £180 a year billed yearly; it rises with the number of employees. Adds bulk actions, labour forecasting, budget caps, document storage, leave request rules, secure share links, a logbook and enforced two-factor authentication.
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