Rota

• Weather on the Rota grid: a small forecast badge on each day column, for any location with coordinates set - so you can spot a wet Saturday before you finish scheduling. Turn it off, or make the badge Normal, Large or Extra large, in Setup › Locations.
• Company closures: mark dates the business is closed - a Christmas shutdown, a refurbishment - and any week overlapping one shows a clear Closed notice on the Rota tab and to staff, instead of just looking unpublished.
• Quick-add leave on the grid: add or remove a one-off leave day straight from the Rota grid, the same way you already could for unavailability - no need to jump to the Leave tab.
• Publish version history: the wrench menu's Version history… now shows who published each version of the week, and what changed.

Leave

• Block leave requests on certain dates: stop staff submitting annual leave requests that overlap dates you choose - your busiest trading days, for example.
• Manager notifications: you're now notified in-app and by push the moment an employee submits a leave request, so nothing sits waiting for a decision unnoticed.
• Leave reminders: an optional reminder email to both the employee and you, a configurable number of days before an approved holiday starts.

Attendance

• Geofence violations: clock-ins and clock-outs recorded outside a location's geofence now show up as their own list, each with a link straight to the map.
• Automatic clock-out: optionally clock a staff member out automatically if they're left clocked in for too long, instead of their hours running away unnoticed.
• Per-employee payroll export: export a single staff member's hours and cost, alongside the existing whole-period export.
• Faster staff picker: a quick filter to jump straight to the person you're looking for.

Reports

• Totals report: a new report on the Reports tab totalling hours and cost by Employee, Job Role, Location or Group, with drill-down, sorting, percentage-of-total, and comparison to a previous period.

Dashboard & notifications

• Simple / Detailed view: switch the Dashboard between a quick, headline-only view and the full detailed grid - your choice is remembered on your account, so it follows you to any device.
• Notification bell: a running history of your alerts - late clocking, new leave requests and more - in one place in the top bar.

Setup

• Company address: a new field under Setup › General for your company's registered address.

Mobile app

• Android push notifications: shift and attendance alerts now arrive as real push notifications on Android, not just in-app.

A third kind: co-managers

A staff member can also be given full manager access to one location, without owning the account themselves. They sign in the same way as any employee, but land in the full management view instead of the employee portal. See Co-Manager Accounts →

1. Sign up and confirm your email. You'll be asked for your business name and type - this sets a sensible default labour cost target, which you can change any time.
2. Add your location(s) in Setup. Most accounts only need one; multi-site accounts can add as many as they run.
3. Add your staff in the Staff tab - salaried or casual, with their rate, department and leave settings.
4. Build your first week's rota in Rota - tap + on a cell to add a shift.
5. Enter your net sales for the week on the Rota tab to see your budget and labour % against target immediately.
6. Publish when you're happy - this emails every rota'd staff member a link to view their shifts.
7. Switch on what you need in Setup → Attendance & Leave - clock in/out, leave tracking, staff availability, open shifts and swaps are all off by default until you turn them on.

1. Get an invite link from your manager - either emailed to you directly, or shared as a link.
2. Open it and set a password. Your name (and email, if your manager set one) is already filled in.
3. Confirm your email - check your inbox for a confirmation link, then come back and sign in.
4. You'll land on My Shifts - see Viewing Your Rota →. If your workplace uses clock in/out, see Clocking In & Out →.

On iPhone or iPad (Safari)

1. Open the site in Safari. This only works in Safari - Chrome or another browser on iOS can't add a home screen icon.
2. Tap the Share icon - the square with an arrow pointing up, in the toolbar.
3. Scroll down the share sheet and tap "Add to Home Screen."
4. Confirm the name (or edit it) and tap Add in the top right.

A RotaIQ icon now sits on your home screen, alongside your other apps - tap it any time to open straight in.

On Android (Chrome)

1. Open the site in Chrome.
2. Tap the three-dot menu in the top right corner.
3. Tap "Add to Home screen" - on some versions of Chrome this appears as "Install app" instead; either does the same thing.
4. Confirm by tapping Add or Install.

A RotaIQ icon appears on your home screen or app drawer, just like any other installed app.

What's on it

• Budget Health - how this week's cost is tracking against your target.
• Actual Spend - cost so far today and this week, from approved attendance.
• Currently Clocked In - live, refreshes every 30 seconds, and flags anyone clocking in from outside their location's geofence.
• Leave - who's on leave today or this week, with approve/decline actions built in.
• Shift Offers - open shifts and swaps waiting on your approval.
• Staff Alerts, Timesheet Reviews, Cost Breakdown, Special Events, Minimum Wage Check, Pending Invites, Rota Status, Unfilled Shifts, Overtime Cost - each surfaces one thing worth checking without digging into a tab.
• Shift Acknowledgements - two optional widgets: an overview showing green/amber per staff member for this week, and a detail version listing exactly which specific shifts each amber person still hasn't acknowledged.
• Labour Cost Trend - only shown if you've switched it on in Setup.
• Location Snapshot - on multi-site accounts, a per-location breakdown of spend and clocked-in staff.

Customising it

Click Customize to show, hide, reorder, or reset widgets to the default layout. Your layout is saved per user - a co-manager can arrange theirs differently from yours.

Simple or Detailed view

Switch near the top of the Dashboard between Simple - a handful of headline figures - and Detailed, the full widget grid described above. Whichever you pick is remembered on your account, so it's the same on every device you sign in on, not just the one you set it on.

The bell icon in the top bar keeps your last 30 alerts - late clocking, a new leave request waiting on your decision, and more. A red count shows how many you haven't opened yet; opening the panel marks them read. Tapping an alert jumps you straight to the relevant tab.

Building the week

• Tap + on a staff/day cell to add a shift - it defaults to 09:00–17:00, ready to adjust.
• Tap an existing shift to edit its start/end time, break (in minutes, paid or unpaid), overtime pay/rate, and role.
• Copy/paste a single day or the whole week to speed up repeat weeks.
• Enter net sales for the week directly on this tab to see your labour % against target update live.

Rota templates

For weeks that look the same every time, save a named template from the wrench menu - a full grid editor lets you build the pattern once (who, what shift, which day) and apply it to any week afterwards. Applying a template to a week that already has shifts warns you first and replaces what's there, so you won't lose an already-built week by mistake.

Warnings that keep you out of trouble

• If Staff Availability is switched on, scheduling someone on a day they've marked unavailable shows a warning you can override if needed.
• On multi-site accounts, a badge and warning appear if a staff member already has a shift at a different location the same day - so you don't double-book someone across sites without realising.

Marking someone unavailable without leaving the grid

Click the 🚫 next to the + on any staff/day cell to mark them unavailable for that one day - no need to open their availability settings separately. Click it again to remove it. This only affects the single day you clicked; it doesn't change their regular weekly availability pattern.

Company closures

Mark dates the business is closed altogether - a Christmas shutdown, a refurbishment - from Setup → Attendance & Leave. Any week that overlaps a closure shows a clear notice right here on the Rota tab, and to staff, instead of just looking like it hasn't been published yet.

Adding a one-off leave day from the grid

The same shortcut works for leave, alongside the unavailability one above - add or remove a single day of annual leave straight from a staff/day cell, without leaving the grid or opening the Leave tab.

Version history

Every publish is kept. Open Version history… from the wrench menu to see who published each version of a week, when, and a summary of what changed since the one before it.

Publishing

Click Publish when you're ready to notify staff. By default it only emails staff whose shifts actually changed since the last publish - so a small mid-week tweak doesn't re-notify everyone with an unchanged shift. It warns you first if anyone can't be reached (no email on file, or they haven't accepted their invite yet).

Need to re-notify everyone regardless of what changed - a schedule correction you want double-checked, for example? Use Publish All, shown alongside Publish whenever the rota's already published. It disappears again once there's genuinely nothing new to send.

Once published, the button turns green and can't be clicked to un-publish - a rota staff have already seen can't be pulled back offline by mistake. Hover over it any time to see exactly when it was last published, and by whom.

Overriding the forecast or budget

If you've switched on manual overrides in Setup → Pay & Budget, the Suggested forecast and Labour budget boxes on this tab become editable. Type your own figure and it's used everywhere that number appears - this tab, Reports, and the Dashboard - with a clear "manually adjusted" warning shown alongside the automatic figure until you reset it. (Skip this if you've switched on Advanced forecasting below instead - it replaces these two boxes with a fuller screen.)

Advanced forecasting

Switch on Enable advanced forecasting in Setup → Pay & Budget for a dedicated Forecast this week screen, replacing the simple override boxes above. Predict turnover either as one weekly figure (split evenly across the week) or day-by-day - the labour budget is always worked out from whichever figure you enter, it's never typed in separately.

Daily mode shows a grid laid out the same way as the Rota grid itself - the days of the week across the top, with rows underneath for:

• Your 3-week average turnover, for reference
• Your forecast for each day (editable)
• The resulting budget
• What's actually scheduled and costed so far that day
• The variance between budget and what's scheduled
• How many staff are scheduled, broken down by department

Any special event you've logged for a day - and its expected revenue - shows right in that day's column heading too, so you can sanity-check staffing against a busy day while you're still forecasting it, not after the fact.

Shift acknowledgements

If enabled, a small green thumbs-up badge appears on a shift once the assigned employee has confirmed they've seen it. If a shift stays unacknowledged too long, its chip is highlighted amber on the grid instead, so it doesn't quietly slip through. See Shift Acknowledgements →.

Moved or deleted staff

If a shift belongs to someone who's since moved location or been deleted, it won't vanish silently - it appears in a separate red Moved / other staff section at the bottom of the grid, so you can still remove it.

Adding someone

A short step-by-step wizard walks you through it: name, department and pay type (Salaried or Casual); pay rate, weekly hours and role; date of birth (or a plain age, if you'd rather not store one); NI category and apprentice status; staff level, assigned manager and pension opt-in; start date and leave settings; then a final review before it's saved. Casual (hourly) rates are checked against the National Minimum/Living Wage for their age as you type.

Importing a whole team from a spreadsheet

Bringing over several people at once? Download the CSV template from the Import button above the staff list, fill in one row per person, then upload it. Every row is validated before anything is saved - if a department or role doesn't already exist in your account, or a required field is missing, you're shown exactly which rows failed and why, so you can fix and re-upload rather than guessing which half of the import went in. Nothing is auto-created on your behalf; the department and role for each row must already exist.

Switching pay type later

Taken someone from casual to salaried, or the other way round? Use Switch to Hourly / Switch to Salaried in their profile header. It clears the now-irrelevant pay field and suggests a sensible new rate - the NMW floor, if switching to hourly.

Date of birth & age

Enter a date of birth and RotaIQ works out their age for you, keeping NI category and minimum-wage checks correct as they get older with nothing to update by hand. If a staff member's age crosses into a new NI or minimum-wage band on their actual birthday, you (and any co-managers) get an email flagging it so their category, pension, and hourly rate can be reviewed. Prefer not to store a birth date? A plain Age field is still there as a fallback, exactly as before.

Other roles

Most staff have one department and role, but some genuinely cover more than one - front of house and back of house, for example. Add extra role/department combinations from their profile's Other roles section, and the Rota's shift editor offers all of them when you assign a shift, not just their main one. Cost and hours always follow whichever role a shift is actually assigned to - so a shift covering a different department correctly shows up under that department's cost, not their usual one.

Leave settings

• Choose whether their leave is measured in Days or Hours.
• For hours-based staff, choose Fixed allowance (a set number) or Accrued (a percentage of hours actually worked, with no fixed number).
• Set a start date - if it falls partway through the current holiday year, RotaIQ offers to pro-rate their allowance automatically. You can still hand-edit the resulting number afterwards.

Staff history

Every staff member has a History tab on their profile - a field-by-field log of what changed, when, and who made the change (you or a co-manager). Handy for answering "who changed their pay rate, and when?" without having to remember or ask around.

Invites & deletion

• Send, resend or revoke a staff member's invite from their profile. If they have an email on file, RotaIQ emails the link automatically; otherwise you'll get a link to copy and share yourself.
• Inviting someone marked as a manager gives them full co-manager access to your account, scoped to their assigned location - see Co-Manager Accounts →.
• Deleted staff move to a Deleted staff list and can be restored at any time without losing their shift, leave or attendance history.

• Add a leave request for any staff member, and approve or decline pending ones here.
• Duration is worked out for you - calendar days for day-based leave, or weekdays × hours-per-day for hours-based leave, so a request spanning a weekend doesn't overstate the total.
• Each staff card shows Used vs. Remaining against their Allowance for the current holiday year. The year's boundary dates - set in Setup → Pay & Budget - are shown at the top, alongside the previous year for reference.
• For accrued-hours staff, remaining balance is calculated from either their scheduled rota hours or their actual clocked hours, depending on the Accrual source toggle in Setup → Pay & Budget.
• Balances reset automatically at the holiday year boundary - nothing to do manually when the year rolls over.

Minimum notice for annual leave

Require annual leave to be requested at least a set number of days in advance, from Setup → Attendance & Leave - 0 (the default) means no minimum. It only ever applies to annual leave; sick, unpaid and other leave types are exempt, since they're inherently short-notice. It also only applies to leave employees request themselves - adding leave on someone's behalf here isn't affected.

Blocking leave on certain dates

Stop staff submitting an annual leave request that overlaps a date you choose - your busiest trading days, for example - from Setup → Attendance & Leave. Like minimum notice, this only applies to annual leave requested by staff themselves; you can still add leave for someone on a blocked date yourself.

Manager notifications and reminders

You're notified in-app and by push the moment an employee submits a leave request, so nothing sits waiting for a decision unnoticed - see Notifications →. Optionally switch on Send leave reminders in Setup → Attendance & Leave for a reminder email to both the employee and you, a configurable number of days before an approved holiday starts.

• See every clock-in/clock-out entry per staff member, grouped by week or by a monthly payroll period, depending on how you've set it up. See Payroll Period →. Edit times inline, or add a reason when correcting one.
• Approve or decline entries individually, or use Approve all for one staff member or for the whole period at once.
• Only approved hours count toward cost and payroll figures - a banner shows how many entries are still pending, so nothing gets missed.
• Every edit is written to an audit trail you can expand per entry, showing what changed, when, and why.
• A cost breakdown toggle shows gross pay, NI and pension for approved hours only.

Geofence violations

If a location has a geofence set, any clock-in or clock-out recorded outside it shows up in its own Geofence violations count on this tab, each linking straight to a map of where it actually happened.

Automatic clock-out

Switch on Enable automatic clock-out in Setup → Attendance & Leave to have RotaIQ clock a staff member out itself after they've been clocked in for a set number of hours - catching a forgotten clock-out instead of letting hours run indefinitely. Applies to everyone, including your own My Clock.

Exporting

Export a single staff member's hours and cost from their own row, alongside the existing whole-period export - and use the quick filter above the staff list to jump straight to the person you're looking for on a long roster.

One master switch, four independent alerts

Turn on Enable late clocking alerts in Setup → Attendance & Leave first - it's the single off switch for all four below. Then choose which of the four you actually want:

• Remind employee - not clocked in / not clocked out: a push + email straight to the employee once they're a set number of minutes late.
• Alert managers - employee not clocked in / not clocked out: emails you and any co-managers once an employee is a set number of minutes late, so a missed clock-in doesn't go unnoticed all day.

Each of the four has its own minutes-late threshold, so an employee reminder can fire quickly (say, 15 minutes) while the manager escalation gives it longer (say, 60) before involving you.

Two ways to round - pick one

• Round clock times: each clock-in and clock-out is itself rounded to the nearest interval you choose - that rounded time is what shows on the timesheet and is what pay/hours are based on. Hover over a rounded time to see the real punch underneath.
• Round total hours: clock-in and clock-out stay exactly as punched. Only the final hours-worked total for the shift is rounded.

They're alternatives, not both at once - switch between them or back to Off (exact times, no rounding) at any time. Choose 1, 5, 10 or 15 minutes as your rounding interval.

• Off: anyone can clock in whether or not they have a shift scheduled today - this is how RotaIQ has always worked, and stays the default.
• Warn: staff with no shift scheduled today are asked to confirm before clocking in, but can still go ahead.
• Require a shift: staff with no shift scheduled today can't clock in at all, until a shift is added for them.

Switching it on

In Setup → Attendance & Leave, find the "Payroll period" section, choose Weekly or Monthly, and - if Monthly - set which day of the month your payroll period starts on (clamped 1-28, to sidestep short months like February). A preview shows your current period's exact start and end dates before you save.

What changes in Attendance

• The Attendance tab's date nav switches from "this week" to "this period," and every figure on screen - scheduled vs. actual hours, cost, missing clock-ins, pending review - covers the whole period at once instead of just one week.
• CSV and PDF exports cover the same period you're viewing, with the date range in the filename, so a monthly payroll run is one export instead of four or five weekly ones stitched together.
• Everything else works exactly the same way: approve, decline, edit, and the audit trail are all still per-entry, regardless of which period you're viewing.

• Link your login to your own staff record once, from the Staff tab.
• After that, this tab shows your shifts for today and the same clock-in/out widget your employees use.
• You can unlink at any time. Hide this tab entirely from Setup → Attendance & Leave if you don't need it - co-managers and employees keep their own clock-in access regardless.
• If Shift Acknowledgements is switched on, you can acknowledge your own upcoming shifts here too, exactly like an employee would from their own portal.

Weekly Budget Report

Headline cards for staff cost (with its NI/pension breakdown), wage budget vs. your target %, and labour cost % vs. target - plus a day-by-day cost/revenue table. Export as CSV or PDF.

Annual Leave Report

Allowance/used/remaining per staff member for the current holiday year. Accrued-hours staff show "Accrued" instead of a fixed number.

Totals

Total hours and cost by Employee, Job Role, Location or Group, for any date range. Optionally split each total further by a second dimension, drill into a row for the detail behind it, sort any column, and switch on Compare to previous period to see the same range a period earlier alongside it. Export as CSV or PDF.

Labour Cost Trend

Only shown if enabled in Setup → Pay & Budget: sales, labour cost and labour % over the last several weeks, with a "no data" message until you've entered weekly sales.

Printable rota

Print the full report or just the rota grid, straight from this tab.

How the trial works

• Every new account gets 60 days free from signup, with nothing to enter and no card required to start.
• As the trial gets closer to ending, the banner's wording changes to reflect how many days are actually left, becoming more prominent in the final two weeks.
• Add a card at any point during the trial - from the banner, or from Setup → Billing - and your remaining trial days carry over exactly; nothing is lost by adding a card early.

Adding a card

Add card details takes you to a secure Stripe-hosted checkout page - RotaIQ never sees or stores your card details itself. You're billed £5 per location per month, and the amount updates automatically if you add or remove locations later.

If the trial ends with no card added

Nobody on the account - owner, co-managers or staff - can use RotaIQ until a card is added. You'll see a plain screen explaining this, with the same Add card details button; a co-manager can add one on the owner's behalf. Nothing is deleted while locked - it all comes straight back the moment a card's added.

Managing or cancelling

Once you have an active subscription, Setup → Billing shows your next charge date and amount, and a Manage billing button - taking you to Stripe's own Customer Portal to update your card, view invoices, or cancel. Cancelling keeps your full access until the end of the period you've already paid for; Setup → Billing shows exactly when that is.

General

Company name, company address, account email, password reset, and account deletion. The address is for your own records - it's never shown to staff.

Manager access

By default, a co-manager can see Setup but most of it is read-only to them. Switch on Manager access here to let them edit everything in Setup too - except your own login/password and account deletion, which always stay owner-only regardless. See Co-Manager Accounts →.

Email Delivery

Every email RotaIQ sends - invites, rota publishes, shift offers, leave decisions, birthday alerts - is logged here with its recipient, type, and status. If a send fails (a bounced address, an unreachable inbox), a red banner appears the next time you log in until you've seen it, and this log shows a plain-English reason instead of a raw error code.

Pay & Budget

• Business type - sets your default labour cost target %, which you can override manually.
• Employer NI %, pension %, and leave accrual % - UK statutory defaults are shown, and you can override any of them.
• Accrual source - whether accrued-hours leave counts scheduled rota hours or actual clocked hours.
• Your holiday year start date, and the Labour Cost Trend toggle.
• Manual Forecast override and Labour budget override toggles, for weeks where you know better than the automatic suggestion - once switched on, both figures become directly editable on the Rota → tab, with a clear warning shown until reset back to automatic.
• Advanced forecasting - a fuller alternative to the two toggles above. Adds a dedicated Forecast this week screen on the Rota tab for predicting turnover weekly or day-by-day, with budget always worked out from it automatically rather than typed in separately. Switching this on hides the two override toggles above and replaces them - see Rota → for what the daily grid shows.

Team

Custom roles with colour tags, and shift presets for the Rota grid.

Locations

Add, rename or delete sites, set a geofencing radius per location for clock-in, and switch your active location. See Locations & Multi-Site → for the full picture.

Attendance & Leave

On/off toggles for Attendance tracking, My Clock (owner), Leave tracking, Staff Availability, Open Shifts, Shift Swaps, Shift Acknowledgements, Unassigned Shift Warnings, Team Rota, and Birthday Alerts - all off by default until you turn them on, except Shift Acknowledgements and Birthday Alerts, which are on by default. This is also where you'll find Payroll Period →, Late Clocking Alerts →, Time Rounding →, Require a Shift to Clock In →, and Shift Reminders →.

Team Rota

Switched off by default. Once on, staff get a separate read-only view of everyone else's published shifts at their own location - alongside their own "My Shifts," not merged into it. Unassigned shifts stay manager-only, and on multi-location accounts a location's roster only shows to staff assigned there.

• Add as many locations as you run from Setup → Locations, each with its own name and optional clock-in geofence radius.
• Staff can be assigned to one location, or marked Shared (all locations) if they work across sites.
• Switch your active location from the top of the app - the Rota, Staff list, and most Dashboard widgets always reflect whichever location you're currently viewing.
• The two exceptions are Actual Spend and Currently Clocked In on the Dashboard, which always total across every location.
• If a shared staff member already has a shift at one location, you'll be warned before double-booking them at another - see Rota →.

Weather forecast

Switch on Show weather on the Rota grid here to add a small forecast badge to each day column on the Rota tab, for any location with coordinates set below. Pick Normal, Large or Extra large for the badge size.

• Once switched on in Setup, employees (or you, on their behalf) can declare recurring weekly days they're unavailable, or a one-off date range - optionally with specific hours and a note.
• Scheduling them anyway on the Rota shows a warning badge and a confirm-before-assign prompt - you can still override it if you genuinely need to.

• Open Shifts: mark an unassigned shift as "open" and every eligible staff member is emailed. The first person to claim it still needs your approval before it's confirmed as theirs.
• Shift Swaps: an employee already assigned a shift can offer it to a colleague to take over - again, nothing changes hands until you approve it.
• Both flow through the Shift Offers widget on the Dashboard, where you approve or decline them.

What it adds

Once switched on, employees get an Acknowledge action on each of their shifts from their own portal, one at a time or all at once. It doesn't gate or delay anything - it's purely a record that they've seen it.

What you'll see

Acknowledged shifts get a small green thumbs-up badge in the corner of their chip on the Rota → grid - so you can tell at a glance who's confirmed and who hasn't, without leaving the grid.

Warning if a shift goes unacknowledged too long

Set how many days is too long in Setup → Attendance & Leave. Once a published shift passes that threshold without being acknowledged, it's highlighted amber on the Rota → grid instead of staying neutral, and the employee gets an email reminder.

• An optional hourly email to you (and any co-managers) listing every published shift still unassigned 48 hours before it starts.
• Only published rotas count - a draft rota's gaps aren't real yet, so they're not included.
• Switch it on from Setup → Attendance & Leave.

Switch on Send shift reminders and choose how many hours before each shift the reminder should go out - anywhere from a couple of hours' notice to a full day (24 hours) ahead for an early start. Each employee gets one reminder per shift, regardless of how many times the rota's been republished since.

What they can do

• View and edit the rota, add/edit/delete staff, publish rotas, approve or decline leave, and add events and sales figures - scoped to their assigned location.

What they can't do

• By default, change company settings - name, NI/pension rates, holiday year, locations - unless you've switched on Manager access in Setup → General, which opens up everything in Setup to them except the item below.
• Change your own login email/password, or delete the account - always owner-only, regardless of Manager access.
• See or switch to other locations - they're locked to the one they're assigned to.
• Access the onboarding wizard.

1. Open your invite link. Your manager either emailed it to you or shared it directly.
2. Set a password (at least 8 characters). Your name - and email, if your manager set one - is already filled in for you.
3. Check your inbox for a confirmation email and click the link in it.
4. Come back and sign in with your email and the password you chose.

• Only published rotas show here - grouped into Today, This Week, This Month, and Coming Up.
• A banner appears whenever your manager has changed the rota since you last checked.
• A bell icon collects anything new - leave decisions, rota changes, and shift-offer outcomes - so you can see at a glance what's changed.
• A History section keeps your past shifts, separate from what's upcoming.
• If your account has it switched on, you can confirm you've seen a shift - see Shift Acknowledgements →.
• If your manager has switched it on, a separate Team Rota → tab shows everyone else's published shifts at your location too, not just your own.
• If your manager's switched it on, you'll also get a reminder email a set number of hours before each shift starts - separate from the one-off email you get when the rota's first published.

• A separate Team Rota tab, next to My Shifts, groups every published shift at your location by calendar day - not just your own, so it reads like a real rota rather than a personal schedule.
• Only real assignments show - unfilled/open shifts stay manager-only information, and colleagues at a different site (on multi-location accounts) aren't shown, only people at your own location.
• This tab only appears if your manager has switched it on. If you don't see it, it isn't turned on for your account - ask your manager.

Location checks

Some locations check that you're actually on site before letting you clock in, using your phone or browser's location. If it's set to advisory only, you'll just see a note; if it's enforced, clocking in from too far away will be blocked with a message telling you the distance.

If location permission isn't working

If your browser has blocked or denied location access, you'll see help specific to your device and browser - including separate guidance for Safari on iPhone/iPad and on desktop, since Safari doesn't always report its permission state reliably.

Overnight shifts

If your shift crosses midnight, clocking out still finds your open entry correctly - you won't be stuck unable to clock out just because the date has changed.

If you don't have a shift scheduled today

Depending on how your manager has it set up, clocking in on a day you have no shift scheduled might ask you to confirm first, or might not be allowed at all until a shift's added for you. If you think this is wrong, check with your manager - your shift may not have been published yet.

• Set a start date, end date, leave type (annual, sick, unpaid, or other), and an optional note, then submit.
• If your leave is measured in hours, weekends are excluded from the calculation automatically - a Monday-to-Friday request counts five days' worth of hours, not seven.
• New requests show immediately as Awaiting manager approval.
• If your manager requires advance notice for annual leave, requesting it too close to the start date shows a message telling you exactly how many days' notice is needed - sick, unpaid and other leave types are never affected by this.
• Your balance card shows Total (or Accrued), Used, and Remaining, for the current holiday year set by your manager.

• Weekly: toggle any day of the week you're recurringly unavailable - optionally restricted to certain hours instead of the whole day, with a note if useful.
• One-off: pick a specific date range instead, with the same optional hours and note. You can have several of these at once.
• If your manager schedules you anyway, and if a shift on My Shifts collides with a day you've marked unavailable, you'll see a warning with a one-click shortcut to request leave for that day instead.

Claiming an open shift

See "Available to claim" for shifts your manager has opened up. Claim one and it moves to Your claims - awaiting manager approval. If someone else claims it a moment before you, you'll be told it's already gone rather than the app pretending it worked.

Offering one of your own

On any of your own upcoming shifts, choose Offer this shift and add a note. It appears under Your offers with a status - waiting for a colleague, awaiting manager approval, approved, or declined. You can cancel it yourself as long as it's still open and unclaimed.

• On My Shifts →, choose Acknowledge on any shift, or Acknowledge all shifts to confirm everything currently unacknowledged in one go.
• It turns into a green "Acknowledged" confirmation - your manager sees a matching badge on their side.
• If your manager changes that shift's day, time, break, role, or reassigns it, and republishes, you'll need to acknowledge it again - it only ever reflects what's currently scheduled.

• Your manager can send this link as soon as you're on the rota - no account or password required to view it.
• It shows My Shifts and a read-only Leave summary (no request form, just history and balance) and your shift History.
• It doesn't include Clock in/out, Availability, or Open Shifts & Swaps - those need a real login.
• Bookmark it - it's meant to be a link you can revisit any time before setting up your own account. When you're ready, use Accepting Your Invite →.