ClockRota

ClockRota brings rota planning, staff clock-in and payroll preparation together for UK pubs, cafés and restaurants. It suits smaller teams that want staff to coordinate shift swaps while managers keep approval control. Its strongest case is a simple browser-based workflow with every feature included; the trade-off is a CSV payroll handoff and no native app.

Overview

Managers build a weekly rota in a grid, then publish it to send staff push and email alerts. Employees can arrange swaps between themselves, but a manager approves or declines each one. That combination gives staff some flexibility without handing over the final scheduling decision.

ClockRota also brings attendance and payroll preparation into the same service. Clock-in records show who is working, who is late and hours worked, and those hours can be exported as a CSV for payroll. That will suit businesses whose payroll process accepts a file; teams that depend on a named, direct payroll integration may find the handoff limiting.

The service is built in the UK by a two-person team and operated by ClockRota Limited, registered in England and Wales. Customers can email support, and the company says a founder answers. Its privacy policy says data travels over HTTPS, passwords and PINs are hashed with Argon2, and its Supabase-hosted database is encrypted at rest. Stripe processes card payments, and ClockRota says it does not store card numbers, expiry dates or CVCs.

Key features

Weekly rota and notifications

The grid supports dragging, dropping and duplicating shifts. Duplicating gives managers a way to reuse a pattern when schedules repeat, while publishing sends both push and email alerts so employees can receive rota updates through either channel.

Staff-led swaps with manager approval

Staff can arrange swaps with one another, with a manager deciding whether each request goes ahead. This can reduce the back-and-forth of finding cover while keeping responsibility for the final rota with management.

Attendance and payroll export

Clock-in and attendance views show who is in, who is late and the hours worked. ClockRota turns those recorded hours into a CSV payroll export, which connects scheduling and time records to payroll preparation. The export is a file; the service does not name specific payroll integrations.

Pricing

The public beta costs £0 for its duration, unlocks every feature with no usage limits and requires no card. It is a useful way to use the full service at no charge while the beta lasts, but it is not a permanent free plan. The paid prices apply when the beta ends.

• Public beta: £0 for the duration of the public beta, with every feature unlocked, no usage limits and no card required.
• Paid plan (up to 5 staff): £9 per month for up to five staff, with every feature included.
• Paid plan (6–10 staff): £19 per month for six to ten staff, with every feature included.

After the first five staff, pricing rises by £10 for each additional band of five. Owners and managers count toward team size, so a business should include them when working out which band it needs. The £9 plan is the entry point for a small team; the £19 band covers up to ten. Both paid plans include every feature, so the price difference is driven by team size rather than a feature split.

Platforms

ClockRota runs in a browser on phones, tablets and computers, including for rota work, payroll export and staff clock-in. There is no native mobile app; the company says one is in development, and clock-in remains browser-based until it arrives. Phone access is available, but teams that want employees to clock in through a dedicated app should consider that limitation.

Who it's for

ClockRota is a sensible fit for a small UK pub, café or restaurant that needs weekly scheduling, attendance records and a straightforward payroll-hours export in one service. It is particularly well matched to teams comfortable using a mobile browser and handling payroll through CSV. Businesses that need a permanent free tier, direct payroll integrations or a native clock-in app have a clear reason to compare alternatives.

Pros and cons

• Pros: Every feature is included in the paid plans, so smaller teams do not have to pay extra for core scheduling, attendance or payroll export.
• Pros: Staff can arrange swaps themselves, while manager approval preserves control over the final schedule.
• Pros: The public beta has no usage limits and requires no card, making it possible to use the full service free while the beta lasts.
• Cons: The free offer ends with the public beta; the ongoing paid plan starts at £9 per month.
• Cons: Payroll output is a CSV rather than a named direct integration, leaving the import or handoff to the business.
• Cons: Clock-in is browser-based and there is no native app yet, which may be less convenient for staff who clock in regularly on phones.

Alternatives

Browse restaurant scheduling software to compare more options for hospitality teams.

• 7shifts is worth considering if a permanent free plan and native Android or iOS apps matter: its free Comp plan supports up to 15 employees at one location.
• Sling is an option for teams seeking a free plan with shift scheduling and support for up to 30 users.
• Homebase is another freemium alternative for readers comparing restaurant labor-management tools.
• Legion Workforce Management is a paid alternative with Android, iOS, web and API platforms.
• PAR Ordering is a paid alternative with Android, iOS and web platforms.
• Harri Applicant Tracking is a paid alternative with Android, iOS and web platforms.
• Push Operations is a paid alternative with Android, iOS, web and API platforms.
• Quinyx Workforce Management is a paid alternative with Android, iOS, web and API platforms.

Verdict

ClockRota is best for small UK hospitality teams that want rota planning, staff-approved swaps, clock-in records and payroll hours under one roof. Its all-feature plans and accessible browser workflow make the core proposition straightforward, especially for teams that can use CSV in payroll. Look elsewhere if a lasting free plan, a named payroll integration or native mobile clock-in is essential.