What is rota software used for?

Employee rota software is used to create, manage, and share staff schedules digitally. It helps businesses assign shifts, track availability, manage leave requests, calculate labour costs, and communicate schedules to employees. For UK businesses, employee rota software also handles Working Time Regulations compliance to ensure legal scheduling.

What's the difference between rota software and scheduling software?

Employee rota software and employee scheduling software are essentially the same thing—both help you plan who works when. 'Rota' is the most common term in the UK, while 'scheduling' is preferred in the US. RosterElf provides both employee rota scheduling and time tracking in one platform.

Do I need rota software for a small business?

If you have more than 5 employees with variable shifts, rota software typically saves significant time compared to spreadsheets. It eliminates double-bookings, automates availability tracking, and reduces payroll errors. Most small businesses see ROI within the first month through time savings and reduced overtime costs.

How do I create my first rota in RosterElf?

Creating rotas in RosterElf is intuitive—choose your view (daily, weekly, or monthly), select staff or positions, and drag shifts onto the rota grid. New to rota scheduling? Check out our complete How to create a roster guide.

How do I add shifts to the rota?

Adding shifts is as simple as clicking a time slot, selecting the employee and position, and setting start/end times. You can also copy shifts, duplicate days, or use templates for recurring patterns. Learn all the ways to build rotas efficiently. Adding shifts to your rota →

How do I publish rotas so staff can see them?

Once your rota is ready, publish it to make shifts visible to staff in their mobile app and via email/SMS notifications. You can also manage draft shifts, partial publishing, and rota changes after publishing. Share rotas with employees →

How long does it take to set up RosterElf rota software?

Most businesses are up and running within 30 minutes. You can import staff from a spreadsheet, set up locations and roles, and start building your first rota immediately. Our onboarding support team is available to help if needed.

Can I try RosterElf rota software before committing?

Yes, RosterElf offers a free trial so you can explore all features without obligation. No credit card is required to start. Check our pricing page for plan details and to begin your trial.

How does Perfect Match™ AI auto-scheduling work?

Perfect Match™ AI analyses your rota template and automatically fills shifts by matching employee availability, skills, qualifications, and labour costs. It considers WTR compliance, break rules, and historical patterns to suggest the best person for each shift. You review and approve suggestions before publishing.

Can I customise what the AI considers when auto-scheduling?

Yes. You set the criteria: staff availability preferences, role requirements, skill levels, budget targets, and WTR rules. Perfect Match™ applies these to every suggestion, so you stay in control while the AI handles the heavy lifting.

Does auto-scheduling replace manual rota building entirely?

Not necessarily. Auto-scheduling speeds up the initial rota build, but managers can review, adjust, or override any suggestion. You remain fully in control—Perfect Match™ suggests, you decide.

How accurate is AI auto-scheduling for WTR compliance?

Perfect Match™ checks every assignment against your configured WTR rules, including minimum breaks, maximum hours, and rest periods. It won't suggest staff who would breach WTR conditions. Learn more about payroll integration.

Will auto-scheduling respect staff availability preferences?

Absolutely. Auto-scheduling only assigns staff who have indicated availability for those times. It checks staff availability settings and approved leave requests before making any assignments.

Can I override auto-scheduling suggestions?

Yes, auto-scheduling provides a starting point that you can adjust. Use drag-and-drop to move shifts, swap staff, or add additional coverage. The system will show rota warnings if changes create conflicts.

Is there an auto scheduling app for mobile?

Yes, RosterElf works as an auto scheduling app on any device. Managers can run automatic shift scheduling from their phone or tablet, review suggestions, and publish rotas on the go. Staff receive instant notifications via the mobile app.

How do rota templates save time?

Templates eliminate rebuilding rotas from scratch every week. Copy last week or apply a saved template to cut scheduling time from hours to minutes. Focus on exceptions like leave or events instead of setting up the entire rota manually.

How do I copy last week's rota?

Use the "Copy from previous rota" feature to replicate the previous week's entire rota instantly. All shifts, assignments, and break allocations transfer to the new week. You can then make adjustments before publishing.

Can I edit a rota after applying a template?

Yes, templates provide a starting point. Use drag-and-drop to adjust shift times, swap staff, or add extra coverage. Templates handle the routine structure; you handle the edge cases like last-minute changes or open shifts.

Can I switch between daily, weekly, and monthly views instantly?

Yes, you can toggle between daily, weekly, and monthly views with a single click. All your filters, site selections, and rota data stay in place, so you can zoom in for shift-level detail or zoom out for long-term planning without losing your work.

Which view is best for checking today's coverage?

The daily view is ideal for checking today's coverage. It shows precise shift start and end times, breaks, overlaps, and gaps hour by hour. You can filter by role or site to focus on specific areas.

Do daily, weekly, and monthly views show labour costs?

Yes, all three views display live labour costs as you build your rota. You can see wage totals by day, week, or month, helping you stay within budget at every planning stage. Learn more about rota reporting.

How do employees update their availability?

Employees update their availability directly through the mobile rota app or web portal. They can set recurring availability patterns (like "available Monday to Friday, 9am-5pm") or mark specific dates as unavailable. Changes sync instantly to the rota system.

Can staff request leave through the availability system?

Yes, staff can submit leave requests directly through their mobile app or web portal. Managers receive instant notifications and can approve or decline requests with one click. Approved leave automatically blocks those dates on the rota to prevent accidental scheduling.

What happens when a manager adds an unavailable employee to the rota?

RosterElf automatically flags conflicts when you try to assign shifts to unavailable staff. The system prevents accidental scheduling and suggests alternative employees who are available and qualified for the role.

How far in advance can staff set their availability?

Staff can set availability as far in advance as needed. They can create recurring patterns for regular schedules or mark specific future dates as available or unavailable. This helps managers plan rotas weeks or months ahead with confidence.

How does availability management integrate with auto-scheduling?

Staff availability feeds directly into RosterElf's auto-scheduling feature. Perfect Match AI uses availability data to recommend the best employees for each shift, ensuring auto-generated rotas only include people who can actually work.

How do auto shift swaps work in RosterElf?

Staff request to swap a shift via the mobile app. RosterElf finds qualified, available colleagues and notifies them. When someone accepts, the request goes to the manager for approval. Once approved, the rota and timesheets update automatically.

Do I have to approve every shift swap?

Yes, by default. Manager approval ensures every swap meets your business rules, budget, and coverage needs. You can optionally enable auto-approval for specific scenarios if you trust staff to handle certain swaps independently.

How do open shifts work in RosterElf?

When you publish an unassigned shift as an "open shift," RosterElf instantly notifies all qualified and available staff via push notification. Employees can claim the shift from their mobile app, and managers review applicants and approve the best fit. The rota updates automatically once approved.

What happens if multiple staff claim the same open shift?

When multiple employees claim an open shift, managers see all applicants in one view and can review each person's qualifications, availability, and wage cost before approving the best fit. Once approved, the shift is assigned and other applicants are notified automatically.

Are shift swaps tracked for payroll and compliance?

Yes. Every swap is logged with timestamps, approvers, and wage impacts. Approved swaps flow through to timesheets and payroll integrations automatically. See payroll integration for details.

How do I add breaks to shifts in RosterElf?

Attach meal and rest breaks directly to shifts in the rota builder. Set duration, paid or unpaid status, and timing. You can duplicate breaks across days using templates or Copy Last Week for consistency.

Can I see how breaks affect coverage in real time?

Yes. The coverage view shows live headcount by time, factoring in breaks. Stagger breaks to maintain service levels, and warnings flag when too many staff are on break at once.

What happens if I forget to add breaks to a shift?

RosterElf flags shifts missing required breaks based on your configured rules. You'll see warnings before publishing, ensuring no one works without their entitled rest or meal breaks.

How does RosterElf ensure breaks meet WTR requirements?

You configure break rules by role or site—minimum lengths, timing windows, rest between shifts. RosterElf checks suggestions and edits against these rules, surfacing warnings for missing or short breaks before publishing.

How do breaks affect labour budgets?

Paid breaks increase wage costs, while unpaid breaks don't. RosterElf calculates live wage totals including break costs, so you see the full budget impact before publishing. Learn more about labour budgeting.

How does RosterElf help control labour costs?

Labour budgeting shows wage costs in real-time as you build rotas. Set daily or weekly targets and watch totals update with each shift added. Spot overtime and premium rates before publishing to avoid budget blowouts.

How do I set up revenue forecasts and budgets?

Configure revenue forecasts by site, week, or day to calculate labour percentage to sales. Set wage budget targets and monitor actual costs against forecasts as you build rotas. RosterElf tracks variances and alerts you when approaching limits. Set revenue forecasts in rota →

What rota reports can I generate in RosterElf?

RosterElf lets you generate Rota Wage Reports, Staff Availability Reports, Total Scheduled Hours Reports, and attendance variance reports. All reports can be filtered by date, staff, site, or role and exported in CSV or PDF format.

How do I track scheduled hours versus actual hours worked?

The rota reporting dashboard compares scheduled hours against actual clocked time. Use the data comparison feature to identify attendance variances, no-show patterns, and shifts exceeding planned end times.

Can I export reports for compliance and audits?

Yes, all reports can be exported in CSV and PDF formats with detailed, timestamped records. These exports meet regulatory requirements and provide audit-ready documentation of scheduled hours, wage calculations, break compliance, and attendance tracking.

Can I manage rotas for multiple locations in one system?

Yes, RosterElf allows you to manage rotas for unlimited locations from a single dashboard. You can switch between sites instantly, view multiple locations side by side, or build rotas for all sites simultaneously without switching between systems.

Can staff work across multiple sites without being double-booked?

Yes, RosterElf automatically prevents double-booking when staff work across multiple locations. The system checks availability and existing shifts across all sites before allowing assignments, ensuring no scheduling conflicts.

Can I track labour costs separately for each location?

Yes, you can monitor wage costs, hours, and labour percentages for each location separately. Rota reporting allows you to compare performance across sites and track each location against its own budget in real time.

Can I set different permissions for managers at different sites?

Yes, you can assign site-level permissions to give managers access only to their own locations. This ensures managers can view, edit, and publish rotas only for the sites they're responsible for, while head office maintains full visibility.

Is there a limit to how many locations I can manage?

RosterElf supports unlimited locations on all plans. Whether you have 2 sites or 200, you can manage them all from the same system with no additional per-site fees.

What types of rota warnings does RosterElf show?

RosterElf flags overlapping shifts, unavailable staff, excessive hours, overtime breaches, double bookings, missed break requirements, and minimum rest period violations. Each warning appears with colour-coded icons so you can spot and resolve issues instantly.

How do rota warnings prevent scheduling conflicts?

Warnings automatically scan every rota for conflicts as you build or adjust schedules. When you assign a shift to unavailable staff or create overlaps, the system highlights the issue immediately—before publishing—so you can fix it.

Do warnings block me from publishing the rota?

No, warnings guide your decisions without blocking changes. You maintain full control and flexibility to override warnings when needed, but the system ensures you are aware of potential issues before you publish to the team.

How do warnings help with WTR compliance?

Built-in checks ensure rotas follow WTR rules, break requirements, and maximum-hour limits. Warnings flag non-compliant schedules before publishing, helping you avoid penalties and maintain compliance records.

Does RosterElf support UK Working Time Regulations?

Yes, RosterElf includes built-in Working Time Regulations compliance for UK businesses. It automatically checks the 48-hour weekly limit, minimum rest periods, break entitlements, and young worker rules on every rota.

EMPLOYEE ROTA SOFTWARE

Employee rota software for UK businesses

Streamline workforce management with AI-assisted staff scheduling, live labour budgets in GBP, and Working Time Regulations compliance—connected to Xero UK.

Build rotas faster with auto-scheduling
Manage labour costs in real-time in GBP
Staff availability & shift swaps via app

Start free trial Book a demo

No credit card required

4.8 stars, 1,570 ratings

Best-rated rostering & HR software on Xero and Google

VERIFIED RATINGS

Trusted by 30,000+ workplaces

4.7+ average

Rated on Xero · Google · G2 · Capterra

4.9 / 5

4.8 / 5

4.5 / 5

4.3 / 5

SEE IT IN ACTION

Why businesses love RosterElf employee rota software

FEATURES

Everything you need in employee rota software

Jump to any feature below or scroll through to explore our complete staff scheduling system designed for UK businesses.

Auto-scheduling Fill every shift in seconds with Perfect Match™ AI

Staff availability management Get everyone's availability right, before you start

Rota templates Reuse your best rotas—on any week

Multi-site rota management Staff scheduling software for every location

Break planning Plan meal & rest breaks without breaking coverage

Open shifts Fill unfilled shifts with eligible team members

Auto shift swaps Let employees trade shifts within your rules

Labour budgeting See wage costs as you build staff schedules

Mobile rota app Build and adjust rotas from anywhere

Rota reporting Track scheduled vs worked hours

Daily, weekly & monthly views See your rota the way you need it

Rota warnings Catch problems before you publish

UK COMPLIANCE

Working Time Regulations compliance built in

RosterElf's rota software automatically validates every schedule against UK Working Time Regulations. Managers are warned before publishing rotas that would breach WTR limits.

48-hour weekly limit

Rotas that would push staff over the 48-hour average are flagged. Opt-out agreements are tracked per employee.

11-hour daily rest

The system prevents scheduling shifts that don't maintain the required 11-hour gap between working days.

20-minute break rule

Break entitlements for shifts over 6 hours are enforced automatically in every rota.

Young worker rules

Special rules for workers under 18 are applied automatically, including shorter maximum daily hours and mandatory rest requirements.

Combined with time and attendance tracking, RosterElf gives you a complete picture of planned vs actual hours for WTR compliance.

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AI ROSTERING

Auto-scheduling

Auto-scheduling software that picks the perfect person for every shift

Fill every shift in seconds with Perfect Match™ AI

Our auto scheduling software matches roles, skills and availability to place the best people in every slot. It flags conflicts before you publish, so you spend less time fixing mistakes.

Use our auto scheduling app on any device—tweak anything with drag-and-drop and republish in one click. Want even more automation? Learn about AI rostering with ChatGPT.

Automated shift scheduling in one click
Matches staff skills, availability & qualifications
Built-in WTR compliance & break rules
Live wage budgeting as you build the rota

SMART SCHEDULING

What Perfect Match™ AI considers

Our automated staff scheduling software weighs multiple factors simultaneously to make the best rota management decisions.

Staff availability

Automatically checks each employee's submitted availability and time-off requests.

Skills and qualifications

Matches required certifications, roles, and skill levels to shift requirements.

Site allocation

Considers if employee is assigned to work at a specific location.

Labour costs

Optimises assignments to hit budget targets while maintaining coverage.

Workload balance

Distributes hours fairly across your team based on contracted hours and preferences.

WTR compliance

Built-in WTR rules ensure minimum breaks, maximum hours, and rest periods.

EMPLOYEE AVAILABILITY SOFTWARE

Staff availability management

Employee availability software with self-service scheduling

Get everyone's availability right, before you start

Staff input recurring availability and time-off requests via the scheduling app. Managers see warnings for clashes and double-booking before making assignments.

No more back-and-forth messages or spreadsheets—everyone stays on the same page.

Self-service availability updates via app
Recurring availability patterns
Leave requests built into the rota view
Instant warnings for scheduling conflicts

HOW IT WORKS

Self-service availability that keeps rotas accurate

RosterElf's availability scheduling software makes it easy for employees to set when they can work—so managers always schedule the right people at the right times.

Employees set availability

Staff enter shift preferences and available hours directly from the app. Updates sync instantly.

Real-time tracking

Managers see real-time availability updates. The system suggests qualified, available staff for each shift.

Conflict-free rotas

RosterElf automatically prevents scheduling clashes by blocking unavailable staff.

ROTA TEMPLATES

Rota templates

Rota templates you can reuse every week

Reuse your best rotas—on any week

Save ideal weekly patterns for each location or role and apply them with one click. Templates handle shift times, roles, and coverage requirements.

Fine-tune for exceptions without starting from scratch—build rotas in minutes, not hours.

Save any rota as a reusable template
Copy last week's rota instantly
Clone individual shifts across days
Fine-tune templates for exceptions

SMART TEMPLATES

How rota templates work

RosterElf lets you save proven rotas as templates, copy last week's schedule, or duplicate individual shifts—so you spend less time building and more time managing.

Save as template

Turn any published rota into a reusable template with one click. Name it and save.

Copy last week

Replicate last week's rota instantly. All shifts, breaks, and assignments carry over.

Clone shifts

Duplicate individual shifts across days or weeks. Perfect for repeating patterns.

Tweak and publish

Make tweaks or handle any conflicts quickly, then publish to notify your team.

MULTI-LOCATION ROTA SOFTWARE

Multi-site rota management

Multi-location rota software for every site

Staff scheduling software for every location

Plan by site or manage all locations from a single rota app with role and team filters. Copy shifts across locations with ease.

Permissions ensure managers see only their assigned sites, while owners get the full workforce management picture.

Single dashboard for all locations
Move staff between sites easily
Compare coverage across locations
Site-specific permissions for managers

MULTI-LOCATION

Manage all locations from one dashboard

Whether you have 2 sites or 200, RosterElf gives you centralised visibility with local control. Configure site-specific rules while maintaining consistent standards across your business.

Centralised view

See all locations in one dashboard or drill into individual sites.

Cross-site scheduling

Assign staff to shifts at different locations without double-booking.

Location permissions

Managers see only their assigned sites while owners see everything.

Site-specific rules

Configure different break rules, budgets, and roles per location.

BREAK PLANNING

Break planning

Plan meal & rest breaks without breaking coverage

Add paid or unpaid breaks to each shift. Visual prompts help space breaks and balance coverage while staying WTR compliant.

See live headcount by time to ensure you always have enough people on the floor during peak periods.

Schedule meal and rest breaks per shift
Real-time coverage view during breaks
WTR compliance warnings
Paid/unpaid break tracking for payroll

COMPLIANCE

Plan breaks that maintain coverage

RosterElf helps you schedule meal and rest breaks that comply with WTR requirements while maintaining adequate coverage.

Break rules engine

Configure minimum break lengths and timing requirements by role or site.

Coverage view

See live headcount by time, factoring in breaks to maintain service.

Compliance warnings

Get alerts for shifts missing required breaks before publishing.

Payroll tracking

Paid and unpaid breaks flow through to timesheets automatically.

OPEN SHIFT SOFTWARE

Open shifts

Open shift software that fills unfilled shifts fast

Fill unfilled shifts with eligible team members

Publish unassigned shifts to eligible team members. Staff receive notifications and can express interest.

Managers review applicants and approve the best fit—the rota updates automatically without endless phone calls.

Post shifts to available staff instantly
Staff apply via mobile app
Auto-assign based on criteria you set
Fill gaps without endless phone calls

OPEN SHIFT SOFTWARE

How open shift software works

RosterElf's open shift software lets you publish unfilled shifts to qualified staff instantly. Available employees claim open shifts from their app, and managers approve the best fit.

Publish the open shift

Mark an unfilled shift as open and RosterElf instantly notifies all qualified, available staff.

Staff claim open shifts

Available employees see the notification and put their hand up to claim the shift from their app.

Manager approves

Review who's applied and approve the best fit. The rota updates automatically.

AUTO SHIFT SWAPS

Auto shift swaps

Shift swapping software with manager approval

Let employees trade shifts within your rules

Employees trade shifts within rules you set. RosterElf checks eligibility and flags issues automatically.

Only staff with required skills and certifications can swap into specialised shifts, and the system warns if a swap would push someone into overtime.

Staff-initiated shift swaps
Automatic eligibility checking
Manager approval optional
Rota updates instantly

SHIFT SWAP GUARDRAILS

Staff-initiated shift swaps with guardrails

Employees can trade shifts within rules you set. RosterElf automatically checks eligibility, validates certifications, and flags potential issues.

Skill matching

Only staff with required skills can swap into specialised shifts.

Availability check

Swaps blocked if the replacement isn't available.

Certification validation

Ensures swapping staff have required licences and certs.

Overtime warnings

Flags if a swap would push someone into overtime.

PROVEN RESULTS

Why UK businesses choose RosterElf employee rota software

less time building rotas

fewer scheduling conflicts

increase in staff satisfaction

faster payroll processing

Based on data reported by RosterElf customers. Individual results may vary.

LABOUR BUDGETING SOFTWARE

Labour budgeting

Labour budgeting software with real-time cost tracking

See wage costs as you build staff schedules

Set daily or weekly targets and watch live totals update as shifts are added. Compare planned hours and costs by role or location.

Make informed decisions before you publish the rota, not after payroll is processed.

Real-time wage cost tracking
Budget vs actual comparisons
Overtime and premium rate warnings
Cost breakdown by role/location

LABOUR BUDGETING SOFTWARE

How labour budgeting software works

RosterElf's labour budgeting software calculates wage costs in real time as you build rotas, comparing them against your budget targets so you can adjust before publishing.

Set labour budget targets

Define weekly or monthly wage budgets by site, department, or role.

Real-time tracking

Watch labour costs update in real time as you add, move, or remove shifts.

Budget overspend alerts

Receive alerts when spending approaches or exceeds your budget.

MOBILE ROTA APP

Mobile rota app

Mobile rota app for managers and staff

Build and adjust rotas from anywhere

Build and adjust rotas from your phone. Push notifications, GPS clock-in, shift reminders, leave requests, and compliance alerts—all in one free app for iPhone and Android.

See all mobile rota app features →

Full rota management on iPhone & Android
Push notifications to staff
Clock in/out via mobile
View and manage shifts anywhere

MOBILE ROTA

Rota management in your pocket—for managers and staff

The RosterElf mobile app gives managers full rota control and staff self-service access from any smartphone. <a href="/features/rostering-software/mobile-rostering-app" class="text-primary-700 font-medium hover:underline">Explore the full mobile rota app →</a>

Manage on the go

Build, edit, and publish rotas from your phone. No need to be at a computer.

Instant notifications

Staff receive push notifications for new shifts, changes, and open shifts.

Real-time sync

Changes sync instantly across all devices. What managers publish is what staff see.

ROTA REPORTING LIVE

Rota reporting

Real-time rota dashboard & live data

Track scheduled vs worked hours

View hours and costs by location, role, and person. Track scheduled vs worked hours to identify patterns.

Instantly create and export labour cost reports filtered by date range, location, or cost centre.

Hours by role, location, person
Rostered vs actual comparisons
Labour cost reports
Exportable data for analysis

ROTA REPORTS

Rota reports and wage analytics

Generate reports showing hours rostered per employee, compare planned vs actual hours, and view wage costs by role, site, or individual staff member.

Scheduled hours

See total hours scheduled by day, week, or pay period.

Variance analysis

Compare planned vs actual hours to spot discrepancies.

Cost breakdown

View wage costs by role, site, or individual staff member.

Compliance reports

Track break compliance, overtime, and WTR adherence.

ROTA VIEW SOFTWARE

Daily, weekly & monthly views

Rota view software with daily, weekly & monthly calendar

See your rota the way you need it

Move from daily detail to monthly overview in the same drag-and-drop workspace. Plan ahead with ease.

Use daily view for fine-tuning, weekly for the classic rota, or monthly for high-level planning.

Switch views with one click
Drag-and-drop in all views
Coverage summary at a glance
Filter by role, site, or team

VIEW OPTIONS

Flexible rota views for every need

Move from daily detail to monthly overview in the same drag-and-drop workspace. Each view is optimised for different planning needs.

Daily view

Detailed hour-by-hour view for fine-tuning single days.

Weekly view

The classic rota view showing all staff across the week.

Monthly view

High-level planning for longer-term scheduling.

Coverage view

See headcount by hour to spot gaps or overstaffing.

ROTA WARNING SOFTWARE

Rota warnings

Rota warning software with real-time conflict alerts

Catch problems before you publish

Colour-coded warnings flag overlaps, unavailable staff, and overtime risks instantly as you build.

From overtime breaches to missing qualifications, issues are flagged the moment they occur so you can fix them before publishing.

Real-time conflict detection
Overtime and compliance alerts
Missing break warnings
Budget threshold notifications

SMART VALIDATION

Real-time warnings that catch problems early

Custom scheduling rules trigger warnings instantly so managers can resolve problems before they affect payroll or service levels.

Availability conflicts

Staff scheduled when marked unavailable or on leave.

Double bookings

Same person assigned to overlapping shifts.

Break compliance

Shifts missing required meal or rest breaks.

Hour limits

Approaching or exceeding maximum weekly hours.

Trusted by Australian businesses

From local cafes to national retail chains, thousands of businesses rely on RosterElf for rostering, HR and payroll.

ROTA SOFTWARE IN ACTION

What businesses achieve with RosterElf

See how real businesses use RosterElf's staff scheduling software to build rotas faster, manage shifts via mobile app, and simplify workforce management.

Childcare 95% faster rotas

Bush Kids Childcare

Rota building now takes minutes instead of hours

Fast staff scheduling, drag-and-drop rota building, and seamless Xero integration transformed how this childcare centre manages shifts.

Visit website Read full story

Hospitality 45 min setup

The Embassy

Managers learned the rota app in just 45 minutes

Intuitive staff scheduling software helped this bar onboard 30 employees and build rotas from day one without training headaches.

Visit website Read full story

Food & Beverage 50% cost savings

Pressed Earth

Switched rota apps and cut software costs by 50%

Better rota features, mobile scheduling app, and responsive support made switching from Deputy worthwhile.

Visit website Read full story

Social Care Easy adoption

Inspire Care SA

Staff scheduling app so simple anyone can use it

Intuitive rota management and reliable workforce scheduling made RosterElf the perfect choice for this care provider.

Visit website Read full story

Café 2.5+ years loyal

Bagel O's

2.5+ years using the same rota app with zero complaints

Simple staff scheduling, responsive support, and automated rota management keep this café running smoothly week after week.

Visit website Read full story

Early Childhood Education 5 min rotas

Toowoomba Catholic Kindergartens

Build rotas for 86 casual staff in just 5 minutes

Multi-site rota management, shift swaps via the mobile app, and streamlined staff scheduling across multiple locations.

Visit website Read full story

View all customer stories →

ROI CALCULATOR

Calculate your rota scheduling savings

See how much time and money your UK business could save with RosterElf.

Your current rostering

Number of employees

Hours spent rostering per week

Manager hourly rate (£)

Based on 70% time reduction with automated rostering

Your potential savings

Time saved per week 3.5 hours

Annual time saved 182 hours

Annual cost savings £8,190

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No credit card required

COMPARE ROTA SOFTWARE

How does RosterElf compare for scheduling?

Compare rota and scheduling software ratings from verified Xero users. See why UK businesses rate RosterElf highest.

Top Rated

All-in-one rostering, HR & time tracking. Top-rated Xero app with award compliance.

4.9

90 Reviews

Read Reviews

Employee scheduling, time tracking, and team communication app with Xero integration.

4.7

50 Reviews

Read Reviews

Staff scheduling and time tracking with Xero integration. One-click timesheet to invoice.

4.0

179 Reviews

Read Reviews

HR, payroll & benefits platform. Syncs employee data with Xero.

3.4

15 Reviews

Read Reviews

Top Rated

All-in-one rostering, HR & time tracking. Top-rated Xero app with award compliance.

4.9

(90)

Read Reviews

Employee scheduling, time tracking, and team communication app with Xero integration.

4.7

(50)

Read Reviews

Staff scheduling and time tracking with Xero integration. One-click timesheet to invoice.

4.0

(179)

Read Reviews

HR, payroll & benefits platform. Syncs employee data with Xero.

3.4

(15)

Read Reviews

COMPARE SCHEDULING SOFTWARE

How RosterElf employee rota software compares to competitors

See how UK employee rota software platforms stack up on features, pricing, and support.

Feature	RosterElf	Deputy	Planday
Starting price	From £3/user/mo	From £3.50/user + add-ons	Contact for pricing
WTR compliance		Limited	Limited
Xero integration
Auto-scheduling AI			Limited
UK support		Mixed	EU-focused
Best for	SMEs (5-200 staff)	Large enterprises	Mid-size businesses

See full comparison in our buying guide →

OVERVIEW

What is employee rota software?

Rota management software that replaces spreadsheets with smart scheduling

Employee rota software is a digital tool that helps businesses create, manage, and share staff schedules. It replaces spreadsheets and paper rotas with a centralised system that saves time and reduces errors.

Build rotas with drag-and-drop

Visual scheduling that's faster than spreadsheets

See staff availability in real-time

Know who's available before you schedule

Calculate wage costs before publishing

Budget accurately with premium rates included

Send schedules to staff phones

Instant notifications when rotas are published

Track hours with time & attendance

Compare scheduled vs actual hours worked

Export timesheets to payroll

Seamless Xero UK integration

For UK businesses, RosterElf includes built-in Working Time Regulations compliance to ensure legal scheduling and compliant rotas.

INDUSTRIES

Popular industries we serve

across the UK

Hospitality Hotels, pubs, bars & venues

Restaurants Dining & food service

Cafes Coffee shops & bakeries

Healthcare Medical & allied health

Aged care Residential & home care

Retail Shops & stores

Supermarkets Grocery & convenience

Childcare Early learning centres

View all industries

BUYER'S GUIDE

What to look for in employee rota software

Not all employee rota software is built for UK businesses. Here's what matters most when choosing a platform.

WTR compliance

UK employee rota software must handle Working Time Regulations automatically. Look for built-in maximum hour limits, rest period rules, and break requirements. Manual compliance checking leads to errors and breaches—automation is essential for compliance.

Payroll integration

Your employee rota software should sync seamlessly with Xero UK. Manual exports waste time and create opportunities for data entry errors. One-click payroll sync ensures accuracy and saves hours each pay cycle.

Mobile accessibility

Modern employee rota software needs a full-featured employee scheduling app for both managers and staff. Check rotas on the go, approve shift swaps instantly, and get real-time notifications. Desktop-only solutions create bottlenecks and slow decision-making.

Responsive support

When choosing employee rota software, prioritise vendors with responsive support teams who understand UK working time regulations. GMT/BST business hours and knowledgeable staff—get help when you need it most.

See how RosterElf delivers on all four

RosterElf employee rota software includes WTR compliance, Xero UK sync, mobile apps, and responsive support—everything you need in one platform.

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WHAT'S NEW

Latest employee rota software features

Discover the newest features we've added to make staff scheduling even better.

New Feature2 February 2026

HELP & SUPPORT

Frequently asked questions about rota software

Employee rota software is used to create, manage, and share staff schedules digitally. It helps businesses assign shifts, track availability, manage leave requests, calculate labour costs, and communicate schedules to employees. For UK businesses, employee rota software also handles Working Time Regulations compliance to ensure legal scheduling.
Employee rota software and employee scheduling software are essentially the same thing—both help you plan who works when. 'Rota' is the most common term in the UK, while 'scheduling' is preferred in the US. RosterElf provides both employee rota scheduling and time tracking in one platform.
If you have more than 5 employees with variable shifts, rota software typically saves significant time compared to spreadsheets. It eliminates double-bookings, automates availability tracking, and reduces payroll errors. Most small businesses see ROI within the first month through time savings and reduced overtime costs.

Perfect Match™ AI analyses your rota template and automatically fills shifts by matching employee availability, skills, qualifications, and labour costs. It considers WTR compliance, break rules, and historical patterns to suggest the best person for each shift. You review and approve suggestions before publishing.
Yes. You set the criteria: staff availability preferences, role requirements, skill levels, budget targets, and WTR rules. Perfect Match™ applies these to every suggestion, so you stay in control while the AI handles the heavy lifting.
Not necessarily. Auto-scheduling speeds up the initial rota build, but managers can review, adjust, or override any suggestion. You remain fully in control—Perfect Match™ suggests, you decide.
Perfect Match™ checks every assignment against your configured WTR rules, including minimum breaks, maximum hours, and rest periods. It won't suggest staff who would breach WTR conditions. Learn more about payroll integration.
Absolutely. Auto-scheduling only assigns staff who have indicated availability for those times. It checks staff availability settings and approved leave requests before making any assignments.
Yes, auto-scheduling provides a starting point that you can adjust. Use drag-and-drop to move shifts, swap staff, or add additional coverage. The system will show rota warnings if changes create conflicts.
Yes, RosterElf works as an auto scheduling app on any device. Managers can run automatic shift scheduling from their phone or tablet, review suggestions, and publish rotas on the go. Staff receive instant notifications via the mobile app.

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Employee rota software for UK businesses

Trusted by 30,000+ workplaces

Why businesses love RosterElf employee rota software

Everything you need in employee rota software

Working Time Regulations compliance built in

48-hour weekly limit

11-hour daily rest

20-minute break rule

Young worker rules

Auto-scheduling

Auto-scheduling software that picks the perfect person for every shift

What Perfect Match™ AI considers

Staff availability

Skills and qualifications

Site allocation

Labour costs

Workload balance

WTR compliance

What is auto scheduling?

How auto scheduling works (step-by-step)

Inputs

Generate

Review & adjust

Publish

Automatic shift scheduling that picks the right person

WTR-compliant automated scheduling

Why businesses switch to auto scheduling

80% less time building rotas

Fewer scheduling errors

Fairer shift distribution

Instant publishing

Zero back-and-forth

Auto schedule from anywhere on your phone

Staff availability management

Employee availability software with self-service scheduling

Self-service availability that keeps rotas accurate

Employees set availability

Real-time tracking

Conflict-free rotas

What is staff availability management?

How staff availability management works

Staff set their own availability

Manager sees updates

Auto-scheduling kicks in

Rota stays accurate

Employees set shift preferences—no more chasing

Real-time availability tracking for managers

Rota templates

Rota templates you can reuse every week

How rota templates work

Save as template

Copy last week

Clone shifts

Tweak and publish

What is a rota template?

How rota templates work

Save as template

Apply to any week

Fine-tune & publish

Save your best rotas as reusable templates

Repeat any pattern in two clicks

Multi-site rota management

Multi-location rota software for every site

Manage all locations from one dashboard

Centralised view

Cross-site scheduling

Location permissions

Site-specific rules

What is multi-site rota management?

How multi-site rota management works

Assign staff to sites

Auto-schedule

Copy site templates

Filter by location

Report by site

Centralised view, local control

Break planning

Plan meal & rest breaks without breaking coverage

Plan breaks that maintain coverage