Rotas done in minutes
Copy last week, fix the gaps the system shows you, and send it to everyone's phone.
Team, HR & rota
Rotas, holidays and certificates in one place
Build the rota, approve holidays in a click and see who is trained for what. You get a warning weeks before a certificate or ticket runs out.
Weeks aheadwarning before any ticket runs out
1 clickto approve a holiday request
Liveholiday left for each person
This is a working example. Click, drag and try it.
4 ways it can work, or tell us yours
Pick the version closest to how you work. Under each one, tell us what you would change. It all goes into your system, and we build it the way you describe.
Rota planner
The week on a grid of people and shifts, with gaps, overtime and the wage bill shown as you build it. Publish it and everyone gets their shifts on their phone.
Hospitality, care, retail and cleaning teams on shifts
Holidays & absence
Requests with the dates, who else is off and the allowance left. Approve or decline in a click, and the days block out in the diary and the rota.
Any business with staff who book time off
Certificates & expiry
Each certificate and ticket on a radar, with the closest to expiry in the middle. You and the person get a warning weeks before it runs out, and you log the renewal when it is done.
Trades, care, security and anyone whose staff need tickets
Training matrix
A grid of people against skills and courses, showing who is trained, who is due a refresher and who has not started. Book training from the gaps.
Workshops, clinics and teams with skills to keep current
What it does day to day
You build the week's rota on one grid, with gaps and overtime showing as you go. Staff request holidays on their phone, you approve them in a click, and the diary blocks those days out so nobody gets booked.
Each person's record holds their certificates, training and documents with expiry dates. The system warns you and them weeks before anything lapses, and timesheets come in from their phones ready for payroll.
- Rota plannerBuild the week on a grid, copy last week, and see gaps and overtime as you fill it.
- Holiday requestsStaff ask on their phone, you approve in a click and their allowance updates.
- Absence recordsSickness and other absence logged against each person, with return-to-work notes.
- Timesheets from the phoneHours logged on the phone or taken from the jobs they worked, ready to check and send to payroll.
- Certificate expiry warningsCSCS, Gas Safe, DBS, first aid and driving licences, with a warning weeks before expiry.
- Training matrixA grid of who is trained on what, with refreshers due picked out in colour.
- Staff documentsContracts, handbooks and signed policies kept on each person's record.
- Wage cost on the rotaSee the week's wage bill as you build the rota, set against what the week should bring in.
Spreadsheets, off-the-shelf or your own
How Team, HR & rota goes on each of the three ways businesses usually run it.
| What | Spreadsheets and paper | Off-the-shelf software | Your own system |
|---|---|---|---|
| Holiday requests | A paper form or a text | An HR app that links to nothing | Approved in a click, blocked out of the diary |
| Certificates | Found out of date on site | Stored but not linked to the work | Warnings weeks before they run out |
| The rota | A spreadsheet emailed round | A rota app with a fee per head | Built in the same system as the jobs |
| Timesheets | Paper sheets added up on Monday | Clocked in one app, keyed into another | Taken from the jobs they worked |
| Who can do what | In the manager's head | A training add-on | A matrix you check before you book |
What changes for you
No surprise overtime
You see the wage bill as you plan, before anyone works the hours.
Fair and clear for staff
Everyone can see their shifts and holiday left without asking the office.
The right person on site
Customers get people with in-date tickets and the right training at their door.
Works with the rest of your system
Information goes from Team, HR & rota to the sections that need it, so nobody types it in twice. Add them now or later.
Connects to Xero, QuickBooks, Sage, FreeAgent, Stripe, GoCardless, Microsoft 365, Google and most modern software.
Questions about Team, HR & rota
Anything else, call us on 01903 368559.
Yes. Each person logs in and sees their own shifts, holidays and allowance, with a message when the rota changes.
Yes. We can send approved hours to Xero, Sage or BrightPay, or give your payroll provider an export each week.
Any you name. CSCS cards, Gas Safe, DBS checks, first aid, driving licences, CPD hours and welding tickets are the common ones.
Yes. Each person sees their own record, managers see their team, and you decide who sees pay and personal details.
Want Team, HR & rota built your way?
Add it to your system, tell us what to change, and we will send you a working version free.