RotaCloud

RotaCloud

Rota & staff management with a drag & drop interface

4.9/5 (137 reviews)

RotaCloud Overview

What is RotaCloud?

RotaCloud is an online rota management and staff scheduling platform with a drag and drop interface for building rotas, as well as tools for managing time-off requests, tracking attendance, logging employee hours, and more. The cloud-based tool allows managers to build, share, and manage rotas, and ensure that staff and employers are on the same page at all times. RotaCloud can be accessed using any desktop or mobile device with internet connection, and the native mobile apps for Android and iOS allow employees to check their schedule and manage their shifts on-the-go. The rota planning tools within RotaCloud allow managers and HR professionals to create staff schedules, using a drag and drop interface, taking into account relevant data including staff availability, hours worked to date, scheduled time off, and more. Users can manage and build rotas for multiple locations and an unlimited number of employees. Staff roles can be assigned and color-coded in order to aid users in understanding where staff shortages may occur, and conflicts can be avoided with automatic alerts when unavailable staff are added to the rota. In the event of recurring shift patterns, users can simply copy and paste rotas into the following weeks or months, and make edits as needed. RotaCloud also facilitates time and attendance tracking by providing employees with self service staff logins, from where they can clock in and out of shifts, make time-off requests, input unavailability for shifts, swap shifts with colleagues, track annual leave, and more. Permissions can be managed to control which employees have access to certain functionalities, and approval workflows can be setup for routing requests. RotaCloud integrates with third party HR tools, PeopleHR and breatheHR, for synchronizing payroll reports and ensuring that employee records and leave entitlements are accurate across all systems.

RotaCloud Overview

Pricing

Starting from
GBP 1.00/month

Pricing options

Free Trial
Subscription
Value for money

Pricing starts at £1/employee/month with rota planning included.

£0.90/employee/month for time & attendance add-on

£0.40/employee/month for SMS notifications add-on

For more than 100 employees, contact RotaCloud for a custom quote


RotaCloud Features

Devices
Business size
S M L
Markets
United Kingdom
Supported Languages
English

Screenshots

RotaCloud screenshot: Create, manage, and share staff rotas using RotaCloud's drag & drop interface
RotaCloud screenshot: Create, manage, and share staff rotas using RotaCloud's drag & drop interface RotaCloud screenshot: Timesheets are automatically generated using data from rotas and time tracking RotaCloud screenshot: Allow employees to log their hours worked by clocking in and out of shifts RotaCloud screenshot: Managers received notifications when employees make shift change or time off requests RotaCloud screenshot: Employees can clock in by entering a PIN using the RotaCloud mobile app RotaCloud screenshot: Payroll reports can be generated based on employee's logged hours

RotaCloud Reviews

RotaCloud Reviews

Overall rating
4.9
/
5 137 reviews
Excellent
121

Very good
16

Average
0

Poor
0

Terrible
0

Value for Money
4.9
Features
4.5
Ease of Use
4.8
Customer Support
4.9
100% recommended this app
Charlie S.

Not perfect, but pretty good

The cons I describe above are really small, and are 'enchancements' or dev requests more than problems. I could not run this business without RotaCloud!


Samantha C.

Great Software

Time saving, and therefore cost saving from a wages point of view.
Much more efficient management of holiday allowances and leave requests.


Wendy H.

Excellent facility, helpful designers who will consider adding features you suggest


Dennis A.

Transformed our rota system

Prior to RotaCloud we used an excel paper copy of the rota. This was 'messy' and difficult to see exactly who was working what throughout the month. By the end of the month the paper version had numerous alterations as employees have time off through sickness or other personal issues / appointments. RotaCloud allows efficient changes to be made meaning any regulatory bodies looking at rotas have a clear and concise view of events.

Time has been saved as when shifts change the system notifies all employees of availability at the home. This means that we are no longer calling round all employees which had impacted on their down time. Employees have also embraced the system using this to pick up additional shifts where they are available.

Internal monitoring has improved as the management and HR team are now able to see 'real time' data of employees working patterns as well as any HR issues. The ability to add leave onto the system means creation of rotas is now more efficient with less mistakes made as well.


Verified Reviewer

Fantastic Rota Tool!

When our store was still small with no more than four employees, we created rota's using a simple excel spreadsheet and wrote down a list of holidays. However, as our company grew, this way was no longer viable. We needed a better tool to keep track of our employees shifts, past and present, any holiday's needed or any sick days taken and a way to accumulate how many hours each employee has worked. We spent a few weeks signing up to free beta app's to find the right tool for us and finally landed on RotaCloud! Unlike other app's we have tried, RotaCloud has a very simplistic user face which makes it easy for not only the Managers to use, but also the employees to view their Rota's and book holiday's. Being able to download an excel sheet of data for holidays, sick days and absences taken by employees makes performance reviews ten times easier than it used to be scrambling through bits of paper to find out who took a sick day 5 weeks earlier. Overall, I would recommend using this app above other Rota Apps as it is a value for money and makes creating the rota one less headache.


Charlie S.
Industry: Hospitality
Company size: 13-50 Employees

Not perfect, but pretty good

Used Daily for 6-12 months
Reviewed on 04/09/2019
Review Source: Capterra

The cons I describe above are really small, and are 'enchancements' or dev requests more than problems. I could not run this business without RotaCloud!

Pros

Being online means I can create rotas at home or work, and the app means team can access their rotas in the way that's easiest for them. I like being able to copy a shift from one day/person to another, and being able to copy a week's shift from one week to another. The reporting is good also, enabling me to do payroll easily.

Cons

A few things are bit fiddly and could be improved.
1. having to change between publish mode and rota mode. it would be better to be able to publish a week with a button, or a right click for just one shift.
2. it is cumbersome having to create holidays in a different screen. it would be better to be able to do it from within the rota screen.
3. if I'm creating a rota for next week, and then navigate away to, say the holiday screen, when I go back to the rota screen it will go back to THIS week not the week I was editing. On more than one occasion I haven't spotted that and erroneously then edited THIS week instead!
4. it would be great to be able to include paid leave in the report so that I know to include that person's day in a pay run. At the moment, I have created a role of 'paid leave' so that their holiday hours get included in their hours for that week
5. I like being able to see how many shifts a person has for that week (ie in a row) but it would also be helpful to see how many shifts are logged for each day (ie in a column).

Response from Kettle & Keyboard

Hi Charlie,

Thanks for the feedback - I'm glad to hear that your experience with RotaCloud has been good so far.

You'll be pleased to hear that daily totals, which will include daily hours, costs and number of shifts, is coming very soon!

With regards to your other feedback, a member of the support team will be in touch directly to chat through further - a couple of the points you mentioned are already possible :)

Many thanks,
James

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 9.0/10

Samantha C.
Industry: Hospitality
Company size: 51-200 Employees

Great Software

Used Daily for 1+ year
Reviewed on 20/06/2018
Review Source: Capterra

Time saving, and therefore cost saving from a wages point of view.
Much more efficient management of holiday allowances and leave requests.

Pros

This software has been great for us and moving to it, from pen and paper, was the best decision we ever made. We have most definitely saved time in both writing and administering rotas, and the app means that all the staff know when they are expected in work without being able to say they hadn't been told!

It is generally really easy to use from both a Manager and Employees point of view. The customer support is excellent, with questions being answered very quickly through the online chat facility. This is also great as it means you have a record of the conversations so if you need to refer back to something later on then you are able to do so. We manage two sites and 6 rotas in total across the business with nearly 100 employees. Being able to manage the leave through rotacloud has proven far more efficient and ensured that we are not in danger of finding ourselves at the beginning of December with a lot of holiday to make up with staff - something that seemed to happen every year historically.

Cons

There are some quirks which I would love to see ironed out. The 'Availability' function cannot cope with both ongoing requests and individual requests at the same time which is really frustrating. The majority of our crew are casual employees who have ongoing commitments as well as one off commitments so we have had to come up with a workaround to enable them to add all of their availability without the danger of some of it being missed.
It would also be useful to have an easy way to see, and reinstate, past employees. With a very transient workforce, often away at university or travelling for long periods, we don't want to keep them on the system but need to be able to reinstate them when they return. I currently do this via a link but an easier way would be better.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 10.0/10

Wendy H.

Excellent facility, helpful designers who will consider adding features you suggest

Used Daily for 2+ years
Reviewed on 14/08/2017
Review Source: Capterra

Pros

User-friendly, does a lot of the 'managing' for you, its really liked by our staff. I find the admin really easy to use either from an office or on-the-go. It is mostly reliable and the takes time and effort out of admin tasks - forward planning rotas, accurately recording holidays etc. Having a PHB meant that we had to take on the responsibility of managing 6 staff (3 full time/3 part time) to care for my disabled son around the clock. This facility is absolutely brilliant, and takes away the time-consuming role that I have now of admininistrating rostas and managing those staff. It also ensures that we run everything very professionally - but it takes away the embarrassment of saying 'no' if there are holiday clashes, staff want to swap last minute etc - as the function automatically puts in red flags when our staff try to do this. They soon get the message without us having to tell them! This would otherwise be difficult to in a situation like ours when people are working in your home, caring for your child and for parents like myself who are are not used to management of staff.

Cons

We can honestly say there there is not one single function that we don't like. The designer are very approachable and willing listen with regard to putting in new functions if you are not happy with the design.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Dennis A.
Industry: Hospital & Health Care
Company size: 13-50 Employees

Transformed our rota system

Used Daily for 1-5 months
Reviewed on 28/11/2019
Review Source: Capterra

Prior to RotaCloud we used an excel paper copy of the rota. This was 'messy' and difficult to see exactly who was working what throughout the month. By the end of the month the paper version had numerous alterations as employees have time off through sickness or other personal issues / appointments. RotaCloud allows efficient changes to be made meaning any regulatory bodies looking at rotas have a clear and concise view of events.

Time has been saved as when shifts change the system notifies all employees of availability at the home. This means that we are no longer calling round all employees which had impacted on their down time. Employees have also embraced the system using this to pick up additional shifts where they are available.

Internal monitoring has improved as the management and HR team are now able to see 'real time' data of employees working patterns as well as any HR issues. The ability to add leave onto the system means creation of rotas is now more efficient with less mistakes made as well.

Pros

The ease of use of the system and the short amount of time that is required to set up. I was able to implement the system for our company within 1 day which included inputting of the rotas 4 weeks in advance.

Employees are now able to see their shifts at any time through the mobile app or browser and are able to see any shifts which need covering. The cost of the system pays for itself purely from an administration point of view as we do not need to call round all employees for availability.

Cons

There are different price structures for different features and from our point of view it would be easier to have one price for all access.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 10.0/10

Verified Reviewer
Industry: Retail
Company size: 13-50 Employees

Fantastic Rota Tool!

Used Daily for 1-5 months
Reviewed on 02/03/2019
Review Source: Capterra

When our store was still small with no more than four employees, we created rota's using a simple excel spreadsheet and wrote down a list of holidays. However, as our company grew, this way was no longer viable. We needed a better tool to keep track of our employees shifts, past and present, any holiday's needed or any sick days taken and a way to accumulate how many hours each employee has worked. We spent a few weeks signing up to free beta app's to find the right tool for us and finally landed on RotaCloud! Unlike other app's we have tried, RotaCloud has a very simplistic user face which makes it easy for not only the Managers to use, but also the employees to view their Rota's and book holiday's. Being able to download an excel sheet of data for holidays, sick days and absences taken by employees makes performance reviews ten times easier than it used to be scrambling through bits of paper to find out who took a sick day 5 weeks earlier. Overall, I would recommend using this app above other Rota Apps as it is a value for money and makes creating the rota one less headache.

Pros

The user face is very simplistic and easy to set up an account or add a new employee. It's great that we can add multiple locations to the account as we have multiple stores across the North West, and how we can add employees to various locations rather than having to add the same employee numerous times to have their account set up at different locations (which we had to do on other apps) which makes it much easier for the employees to see when they are working as well as where they are working.

Cons

It would be helpful for the person who is managing the Rota to be able to see the weeks rota in full on the phone app (like you can on the desktop) by spinning the screen on its side as at the moment you can only see day by day and have to select the each individual day to see it all, however this isn't a major issue.

Rating breakdown

Ease of Use

Likelihood to recommend: 10.0/10

User recommendation
9.7/10
Based on 137 user ratings
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RotaCloud Pricing

RotaCloud Pricing

Starting from
GBP 1.00/month
Free Trial
Subscription
Value for money

Pricing starts at £1/employee/month with rota planning included.

£0.90/employee/month for time & attendance add-on

£0.40/employee/month for SMS notifications add-on

For more than 100 employees, contact RotaCloud for a custom quote

Pricing starts at £1/employee/month with rota planning included.

£0.90/employee/month for time & attendance add-on

£0.40/employee/month for SMS notifications add-on

For more than 100 employees, contact RotaCloud for a custom quote

Value for Money
4.9/5
Based on 137 user ratings
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RotaCloud Features

RotaCloud Features

API
Activity Dashboard
Activity Tracking
Applicant Tracking
Automatic Notifications
Customisable Branding
Customizable Reporting
Data Import/Export
Employee Database
Employee Management
Employee Onboarding
Employee Portal
Employee Self Service
Performance Management
Real Time Reporting
Recruitment Management
Reminders
Reporting & Statistics
Self Service Portal
Third Party Integration
Features
4.5/5
Based on 137 user ratings
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Categories

Videos and Tutorials

Videos and Tutorials

Additional information for RotaCloud

Additional information for RotaCloud

Key features of RotaCloud

  • API
  • Absence management
  • Access control
  • Approval process control
  • Attendance management
  • Automatic notifications
  • Clock in / out
  • Communication management
  • Data import/export
  • Data visualization
  • Drag & drop interface
  • Email notifications
  • Employee management
  • Employee portal
  • Employee self service
  • Employee time clock
  • Facility scheduling
  • Filtered views
  • GPS
  • Hourly employee tracking
  • Human resource integration
  • Labor cost reporting
  • Overtime calculation
  • Overtime tracking
  • Payroll integration
  • Payroll management
  • Permission management
  • Reminders
  • Reporting & statistics
  • Resource management
  • Role-based permissions
  • Rota management
  • SMS integration
  • Shift scheduling
  • Sick leave tracking
  • Summary reports
  • Third party integration
  • Time & attendance tracking
  • Time clock integration
  • Time off requests
  • Time tracking
  • Timesheets
  • Vacation tracking

Benefits

  • Build rotas for one or multiple locations or teams using the drag and drop interface. The calendar layout allows users to see gaps in the schedule and avoid conflicts, and shift patterns can be copy and pasted week-on-week when suitable.

  • Benefit from automatic notifications, via SMS, email or push, to employees when new shifts are added or changes are made to shifts, and notifications to managers when employees make requests, ensuring no one misses important information.

  • Facilitate employee self service by providing all employees with their own unique login to a portal where they can make leave requests, view their schedules, report sickness, view their remaining leave entitlements, and more.

  • Track employee hours with mobile clocking in and out, GPS location tracking, attendance alerts, and automatic timesheet creation. Clocking in can be carried out via a pre-configured terminal at the office, web-based time clocks, or by entering a PIN into the mobile app during arrival and departure.

  • Reduce overstaffing, understaffing, and conflicts with RotaCloud’s color-coded rota and alerts. Employers are able to see which teams or areas are under or over staffed due to color-coding, and notifications alert managers if they try to schedule an employee at a time when they are unavailable.

  • RotaCloud FAQs

    RotaCloud FAQs

    Below are some frequently asked questions for RotaCloud.

    Q. What type of pricing plans does RotaCloud offer?

    RotaCloud offers the following pricing plans:

    Starting from: GBP 1.00/month

    Pricing model: Subscription

    Free Trial: Available

    Pricing starts at £1/employee/month with rota planning included. £0.90/employee/month for time & attendance add-on £0.40/employee/month for SMS notifications add-on For more than 100 employees, contact RotaCloud for a custom quote

    Q. What are the main features of RotaCloud?

    RotaCloud offers the following features:

    • API
    • Absence management
    • Access control
    • Approval process control
    • Attendance management
    • Automatic notifications
    • Clock in / out
    • Communication management
    • Data import/export
    • Data visualization
    • Drag & drop interface
    • Email notifications
    • Employee management
    • Employee portal
    • Employee self service
    • Employee time clock
    • Facility scheduling
    • Filtered views
    • GPS
    • Hourly employee tracking
    • Human resource integration
    • Labor cost reporting
    • Overtime calculation
    • Overtime tracking
    • Payroll integration
    • Payroll management
    • Permission management
    • Reminders
    • Reporting & statistics
    • Resource management
    • Role-based permissions
    • Rota management
    • SMS integration
    • Shift scheduling
    • Sick leave tracking
    • Summary reports
    • Third party integration
    • Time & attendance tracking
    • Time clock integration
    • Time off requests
    • Time tracking
    • Timesheets
    • Vacation tracking

    Q. Who are the typical users of RotaCloud?

    RotaCloud has the following typical customers:

    Mid Size Business, Small Business

    Q. What languages does RotaCloud support?

    RotaCloud supports the following languages:

    English

    Q. What type of pricing plans does RotaCloud offer?

    RotaCloud has the following pricing plans:

    Subscription

    Q. Does RotaCloud support mobile devices?

    RotaCloud supports the following devices:

    Android, iPhone, iPad

    Q. What other apps does RotaCloud integrate with?

    RotaCloud integrates with the following applications:

    Breathe, People, People

    Q. What level of support does RotaCloud offer?

    RotaCloud offers the following support options:

    FAQs, Knowledge Base, Online Support, Phone Support