FlowRota Features

Powerful staff scheduling, time tracking and leave management built for small and medium teams.

All-in-one

Everything your team needs to schedule, track and manage work

From GPS clocking to legal-rest compliance and TOIL, FlowRota reduces admin and helps you stay compliant. Start managing rotas in minutes.

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Smart Scheduling & Rotas

Build & reuse rotas

Rota templates and rolling rotas for recurring shifts
Drag-and-drop rota builder (quick edits & publish)
Save templates for frequently used patterns

Availability-driven schedules

Staff submit availability in-app
Managers build rotas around availability
Managers can request availability from staff

Shift controls & openness

Open shifts for staff to claim (auto-assign or manager pick)
Shift tags (duties) and notes for clarity
Shift clash detection and easy conflict resolution

Templates & rolling rotas save you hours each week vs manual spreadsheet planning.

“FlowRota has completely streamlined how we manage our team rotas across the brewery and taproom. What used to take hours of back-and-forth is now done in minutes. The visibility it gives us over shifts and staffing levels has been a real game-changer for planning ahead. It just works — simply and intuitively.”

Lally Morrison, Production Manager

Attendance & Clocking

Mobile & terminal clocking

GPS clock on/off from employees’ smartphones
Terminal clock-in (shared device/iPad) for on-site staff
Auto clock-off to tidy up forgotten sessions

Timesheets & pay-ready data

Staff add timesheets, amend hours, log overtime
Shifts support multiple pay rates (1x, 2x etc.)
All hours tracked to calculate leave allowances

Shift swaps & open shifts

Staff can swap or drop shifts with approvals
Managers can post open shifts for team claim
Managers warned if shift changes break rules or clash

Leave, TOIL & Absence

Leave requests & approvals

Users submit leave requests in-app; managers review & approve
Leave pay can be calculated from accrued hours or contract
TOIL: use overtime hours to take time off

Absence tracking

Track absence, lates and no-shows
Return-to-work forms after absence
Users can see how they rank for absences within their teams

Leave limits & public holidays

Set leave limits by team or job title
Employees can check limits before requesting leave
Built-in public holiday handling and company policies

Manager Tools & Controls

Centralised admin

Manage leave allowances, track hours and edit rotas from one place
Team dashboards with absence & coverage insights
Document storage (5GB per user) for contracts & certifications

Compliance & pays

Automated alerts for legal breaches (rest periods, breaks)
Accurate hours & pay calculations for payroll
Custom pay rates per shift

Workflows & templates

Save rota templates and recurring patterns
Auto-assign open shifts or manually select claimers
Export-timesheets for payroll or accounting

Automation, Accuracy & Compliance

Built-in rules to prevent illegal shift patterns
Automated leave accrual from contract or worked hours
Auto-notifications for shift changes and reminders

Notifications & Mobile

Push notifications and email alerts for shifts & requests
Shift reminders and updates — delivered to devices in real-time
Mobile app for iOS & Android — manage availability, clocking and requests on the go

Feature	How this helps
GPS clocking	Accurate attendance with location verification
Shift templates	Faster rota creation; fewer human errors
Automated compliance alerts	Reduced legal risk and fines
TOIL from overtime	Fair compensation and flexible time off
5GB per-user document storage	Centralised HR records and quick access

Templates & rolling rotas Use these features to save admin time, reduce disputes and ensure payroll accuracy.