Features
Everything the rota touches, in one place.
Planning shifts, paying for them, holiday, swaps and clocking in all affect each other. RotaFox keeps them together, so a change in one shows up everywhere it matters.
01
Scheduling
Build and publish the week.
Rota scheduling
Plan shifts for each venue, see leave and availability as you go, copy last week as a draft and publish when you’re happy. Your team sees their own week in RotaFox.
Read more about Rota schedulingSwaps and open shifts
Leave a shift open for your team to pick up, or let staff offer a shift to a colleague. Every swap and pick-up waits for a manager’s approval, and leave and clashes are checked again before anything changes.
Read more about Swaps and open shiftsAI rota builderIn development
We’re building a rota assistant that turns a plain-English request into a draft you can check, change and publish. It isn’t available yet.
Read more about AI rota builder
03
Labour costs and payroll
Spend you can see before payday.
Labour costs and budgets
Set weekly or monthly budgets for the business, a venue or a department. The rota shows planned wages against the budget as you build it, and labour as a share of the takings you enter.
Read more about Labour costs and budgetsTimesheets to payroll
Finalise a payroll period once its hours are approved and download a CSV of approved hours per person for your payroll software. It’s a file of hours, not a direct Xero, Sage or QuickBooks integration.
Read more about Timesheets to payroll
04
Reporting and insights
Know what happened, venue by venue.
05
Your team
Less chasing, more doing.
Holiday and absence
Holiday requests with the allowance in view, approvals from one screen, and sickness recorded by managers. Nobody approves their own leave, and approved leave keeps people off the rota.
Read more about Holiday and absenceStaff app
Your team sees their published shifts, clocks in, asks for holiday, sets their availability and arranges swaps from their phone. It works in the browser on any phone and can be added to the home screen. Dedicated iPhone and Android apps are planned.
Read more about Staff appTeam announcements
Send a message to everyone, a venue or chosen people, and see who has read it. Your team reads announcements in RotaFox.
Read more about Team announcements
06
Multi-venue and security
Run a group with the right access.
Multi-venue groups
Each venue has its own rota, team, budget and manager. You see across the group; your managers see what they need.
Read more about Multi-venue groupsPermissions and wage privacy
Start from Team member, Supervisor or Manager, or switch individual permissions on and off, venue by venue. Supervisors can run the rota without seeing anyone’s pay.
Read more about Permissions and wage privacySecurity
Two-step verification is required for payroll and access settings, and anyone can turn it on. Changes to rotas, people, access and settings are recorded with who made them and when.
Also included
Availability
Staff say when they can’t work, or would like more hours, and the rota shows it beside their name while you plan.
Calendar subscription
Staff can add their published shifts to their own calendar, or subscribe with a private link that updates when you publish.
Invite by link
Each person joins with their own single-use invitation link, which you can share by text or WhatsApp. Links expire after 7 days.
Your next rota could be the easiest one yet.
Less admin. Better control over wages. A happier team. That’s the RotaFox way.