Set the rota. The rest of the week runs itself.
Clock-ins check themselves. Wages land ready for your accountant. Nothing moves without your OK. What took 8–12 hours a week now takes 20 minutes.
Built for restaurants, cafés and bakeries. One shop or twenty.
Illustrative: placeholder logos and rating for this demo site.
Every hospitality business is a wheel.
Customers create sales. Sales fund wages. Wages keep good staff. Good staff bring customers back.
The money halfThe people half
Schedule·Verify·Pay
The wheel rarely breaks on the customer side. It breaks on the people side, and that is the half you can actually control.
Tap a part of the wheel.
Six jobs your spreadsheet does badly.
One system that does them in the background.
Hover a card to see the number behind it.
Rota Planner
Build and publish a fully covered week in under an hour, not an afternoon.
Weekly rota-build time: down up to 90%.
PIN Kiosk Clock-In/Out
Every clock-in, break and clock-out timestamped the moment it happens, so there's nothing to chase at month-end.
Manual timesheet errors: from ~8% to near zero.
Sales Tracking & CSV Import
Drop in a day's till totals and RotaFlux does the labour-cost-to-sales maths for you.
Sales-to-cost figure: from a Friday Excel job to seconds.
Real-Time Labour Cost vs Sales
Watch labour cost as a percentage of sales move through the day, not after the week closes.
Labour cost % of sales: typically down 2–4 points.
Contract-Aware Wages Engine
Hourly, salaried, HOB and bonus staff all calculate correctly in the same rota, with no side spreadsheet.
Payroll rework: zero. One calculation, right first time.
Audit Log, Timesheets & Approvals
Late starts, missed clock-outs and no-shows flagged live; approve the clean week in one click.
Payroll-fixing time: down 3–5 hrs per run.
Ask. Preview. Confirm.
Every answer is read live from your rota, staff and wages. Every change waits for a manager's tap. Nothing saves without you.
Nothing saves until you confirm.
Preview: 34 proposed shifts · week of 17 Aug · nothing saved yet
That availability was not guessed: Priya set it herself, in her own app, and every draft respects it.
Everyone else: one late or none.
Read from live clock data. Nothing to approve.
From Friday-night spreadsheet
to a rota that runs itself.
Flip the toggle, then try the kiosk: any 6-digit PIN works here. Every change on the real thing still waits for your OK.
Spreadsheet vs RotaFlux
The same week, two ways of running it.
| MON | TUE | WED | THU | FRI | SAT | SUN | |
|---|---|---|---|---|---|---|---|
| Amira | 7-3 | 7-3 | 7-3?? | 7-3 | 7-3 | #REF! | OFF |
| Jack | 12-8 | off | 12-8 | 12-8 AND 2-10? | OFF | 10-6 | 10-4 |
| Priya | hol? | 8-4 | 8-4 | OFF | 8-4 | 8-4 | check w/ P |
| Marta | 3-11 | 3-11 | 3-11 | NOBODY CLOSING | 3-11 | off | 2-10 |
| Tom | off | 10-6 | 10-6 | 10-6 | 10-6 (unpaid brk?) | OFF | 9-5 |
| HOURS | #VALUE! | 32 | 31? | =SUM(??) | 30 | #REF! | 28 |
| COST £ | v3_FINAL_actualFINAL.xlsx, last saved 23:47 Sunday | ||||||
3 formula errors, 1 double-booking, 1 uncovered close, and no idea what the week costs until payroll.
0 errors, every close covered, cost known before publish. Colour-coded by role, checked automatically.
PIN kiosk clock-in
What staff see at the counter.
Demo: enter any 6 digits
Last: Clock out at 16:02 yesterday
Returning in 3s
Tap in a 6-digit PIN, pick the action the system allows, done. The kiosk only ever offers what's legal for that person right now.
A timeline for every shift, and every edit.
Clock-ins and clock-outs pair automatically with the rota. If a time gets corrected, the original stays visible. If a shift wasn't on the rota at all, it still shows up. It never disappears into a spreadsheet.
- Attendance, punctuality and hours worked, tracked per person, not chased at month-end.
- Every correction is visible, not hidden: the original clock time stays struck through next to the fix.
- Approvals are named and dated, so payroll queries end with "ask Jordan," not "nobody knows."
-
Thu 6 Aug This weekKitchen 10:00–18:00 In Progress↑ In 09:58 Timesheet →
-
Wed 5 AugTill 08:00–16:00 CompletedIn 08:14 ↑ In 08:00 EDITED ↓ Out 16:03 8h 03m✓ Approved by Jordan Malik · 5 Aug
-
Tue 4 AugOther · Unscheduled↑ In 12:02 ↓ Out 15:40 3h 38mNot on the published rota, so it's flagged for review.
-
Mon 3 AugBakery 06:00–14:00 Completed↑ In 05:57 ↓ Out 14:02 8h 05m✓ Approved by Jordan Malik · 3 Aug
4 clock events today · 3 shops
Priya Shah clocked in at 07:58 for the Till shift, 08:00–16:00.
Leah Whitfield clocked out at 20:04, 8h 2m worked.
Marta Oliveira was clocked out automatically at 23:15 for the Close shift, 15:00–23:00.
Omar Siddiq clocked in at 10:12 for the Kitchen shift, 10:00–18:00.
Week of 3 Aug
Exceptions
Priya sets Sat 23 Aug Off, Dentist appointment. Your planner flags it before it becomes a gap. The shift is still yours to move.
Managers see the floor. Staff see their shifts.
Every clock-in reaches the manager's phone as it happens, and staff carry their own week in their pocket: their rota to read, their availability to set. When someone's availability changes, no shift moves on its own: the change flags on your planner and steers the next draft, and the rota stays yours to edit.
For managers
- Live from the counter. Every clock-in and clock-out pushes to your phone the moment it happens, per shop, so you know who is on the floor without asking.
- Nothing left hanging. A missed clock-out closes itself after 15 minutes and arrives flagged for your review, so the record never sits open and never settles without you.
For staff
- My rota. Their week, read-only, always current. The same email and the same PIN they clock in with, so there is nothing new to remember.
- My availability. On, off or hours for each weekday, plus one-off dates with a note, saved the moment they set it. It never moves an existing shift: it signals you, and the assistant respects it when drafting.
Hours reconciled. Wages worked out. Nothing to retype.
By the time the week closes, every clock-in already matches the rota and every contract type's pay is already calculated, so the manager is one click from a clean hours sheet, not a week of paper timesheets to type up.
| Staff | Hours | Contract | Pay |
|---|---|---|---|
| Amira K. | 32h 00m | Hourly £12.10/hr | £387.20 |
| Priya S. | 32h 00m | Hourly £11.80/hr | £377.60 |
| Jack D. | 24h 00m | Fixed weekly | £320.00 |
| Marta O. | 40h 00m | Hourly £12.00/hr + £15 bonus | £495.00 |
| Tom B. | 32h 00m | Hourly £12.00/hr | £384.00 |
| Total | £1,963.80 | ||
Illustrative: combines the one-click hours export with the wage totals the engine shows on screen.
Run the week yourself
Five decisions. One stopwatch. The whole week at The Corner Bakery, done at your pace.
Your spreadsheet week takes 8-12 hours. Beat it.
It is Sunday night at The Corner Bakery. Next week's rota is not built, and by Friday five people need paying correctly.
You are the manager. One week, one stopwatch, and nothing in it happens without your press.
Your spreadsheet: 8-12 hrs. Your time: 00:00.0 and counting.
Takes about a minute. No sign-up.
What teams typically get back.
Then put your own numbers in. The calculator updates as you type.
Your annual saving
Rough numbers are fine. Everything recalculates live.
That's — per employee, per year.
Assumes RotaFlux gets weekly rota-building to ~1 hour and trims labour cost by ~3% of sales, both adjustable above.
Planned vs actual, every day. Labour cost, every week.
The Reports page tracks planned and actual hours day by day, so an overrun gets caught the same day, not discovered at month-end. Pair that with your sales data and "what did labour cost us" turns from a Friday-afternoon spreadsheet into a number you watch move, week to week.
Employee Hours Trend
Daily labour hours over the last 14 days: planned vs actual, with pending (clocked hours awaiting approval) stacked on top of actual.
Thursday ran 6 hrs over plan and Saturday 7. Both were flagged the day they happened, not on the week's payroll run.
Labour cost, week to week
Labour cost held flat around 32% of sales for a month, then fell every week after switching: 32.5% down to 28.9% in eight weeks.
Illustrative data: same sales range throughout (£14.8k–£15.6k/week).
Managers count the difference.
“Cut scheduling time by 70% in the first month. Sunday nights used to be four hours of spreadsheet. Now next week is done before Friday service starts.”
London café group
“Payroll queries dropped by 80%. Every clock-in is timestamped, so there's nothing to argue about and nothing to chase at month-end.”
Independent restaurant, Manchester
“Labour cost came down 3 points, from 32% to 29% of sales, just from seeing the number live and trimming shifts before they happened.”
Bakery, two sites, Bristol
Illustrative quotes based on typical results. This is a portfolio demonstration site.
Ready to see your labour cost in real time?
Book a 20-minute demo and we'll run a real week of your rota through RotaFlux: clock-ins, wages and all.
Built for independent restaurants, cafés and bakeries. One shop or twenty.
The three things people ask first.
How long does setup take?
Most single-site teams are live in under a day: import staff, set contracts and PINs, copy in last week's rota. The first payroll run through RotaFlux is usually the moment it pays for itself: 3–5 hrs of fixing simply doesn't happen.
Do staff need to download anything?
No. The kiosk runs on any tablet at the counter. Staff tap in with a PIN. There's also a RotaFlux mobile app, but it's for managers: a live clock-in/out feed with push alerts, not an employee clocking tool.
How does the labour-cost figure work?
Import your till totals (CSV or manual entry) and RotaFlux divides live wage cost by sales through the day. You see labour as a % of sales moving in real time. Typically teams bring it down 2–4 pts within a quarter.