CHANGE
Update one live rota.
Publish the change once so staff are not checking an old spreadsheet, message or screenshot.
Built for the changes that happen after publishing
Shift management software for flexible teams
Handle shift swaps, fill open shifts, publish updates and compare planned hours with time worked — without running the week through spreadsheets and group chats.
30 days free
No payment card required
£1 per user each month thereafter
£1 per user, per month
Shift management, rotas, leave and time tracking included.
Keep shifts close wherever the team works.
Use FlowRota on the web, iPhone, iPad and Android.
More than a rota builder
Publishing the rota is only half the job.
A rota can be perfectly organised on Monday morning and out of date by Tuesday afternoon. Someone calls in sick, another employee needs to swap, trade picks up and an extra person is suddenly needed. The hard part is not always writing the first rota; it is managing what changes next.
FlowRota gives managers one place to deal with those changes. Staff can check the current published version, request a shift swap or show interest in an open shift . Managers keep the final say, so informal arrangements do not quietly become the new rota.
When the shift starts, attendance stays connected too. Mobile clock-ins, breaks, clock-outs and approved timesheets make it easier to see the difference between what was scheduled and what was actually worked.
CHANGE
COVER
Find someone who can work.
Offer an unfilled shift, review staff interest and choose the right cover without messaging everyone.
REVIEW
See what actually happened.
Compare the scheduled shift with clock-ins, breaks, clock-outs and approved worked time.
Day-to-day shift management
A clear process for changes, cover and attendance.
FlowRota keeps everyday shift decisions close to the rota, instead of spreading them across messages, notes and separate time sheets.
Keep every published shift in one current rota.
Make a change in FlowRota and staff know where to find the latest version. There is no need to send another spreadsheet or ask everyone to disregard yesterday’s screenshot.
- Publish changes to the live staff rota
- Send push and email notifications
- Let staff check shifts from any supported device
- Organise different teams, roles and locations
Let staff request swaps without giving up manager control.
Employees can start a swap request inside FlowRota. The manager can review the proposed change before it affects the published rota, helping prevent unsuitable or unrecorded cover arrangements.
- Employee-led shift swap requests
- Manager review before the rota changes
- A clearer record of who agreed to work
- Fewer swap messages to trace through group chats
Fill open shifts without a WhatsApp scramble.
Make an unfilled shift available to suitable staff and let them show interest. The manager can see the responses, decide who should work and assign the shift without a long chain of individual messages.
- Offer available shifts to the team
- Let staff bid or register interest
- Choose the most suitable employee
- Update the published rota in the same workflow
Know the difference between scheduled and worked hours.
Once a shift begins, FlowRota can capture clock-ins, breaks and clock-outs. Managers can review the clock card against the original shift before approving the final worked time.
- Mobile clock-in and clock-out
- Optional GPS information for location context
- Scheduled versus actual shift times
- Manager-reviewed clock cards and timesheets
One connected shift record
The detail managers need, without a heavy HR system.
Use the parts your business needs now, while keeping the rest available as the team grows.
Published updates
Change the live rota and keep employees working from the same current version.
View scheduling features →
Controlled swaps
Give staff a practical way to request changes while managers retain approval.
View shift swaps →
Open shifts
Offer unfilled work to suitable staff and review who is available before assigning it.
View open shifts →
Clock-ins and hours
Review attendance and compare the planned shift with the time ultimately approved.
View GPS clock-ins →From scheduled to worked
Keep the whole shift in view.
The schedule says what should happen. Clock cards and timesheets show what did. FlowRota keeps both sides close enough for managers to review properly.
Start with the published shift
See the employee, role, location, planned start, finish and break.
Review attendance information
Check clock-ins, clock-outs, breaks and any available GPS information.
Approve the worked time
Correct genuine exceptions before the hours move into the final timesheet.
Made for flexible work
Useful wherever shifts change during the week.
FlowRota suits businesses that need a reliable rota but cannot expect every week to stay exactly as planned.
Respond to busy services, changing availability, sickness and last-minute cover across front and back of house.
Keep shop-floor cover visible when trading hours, deliveries or employee availability change.
Manage shift changes carefully while maintaining a clear record of who is expected to work.
Coordinate cleaners, security staff and other location-based teams with mobile rota access and clock-ins.
What customers say
Less time chasing. More confidence in the rota.
“Shift planning, tracking staff hours and costs, and managing leave allowances used to be a nightmare. I wish we had discovered FlowRota sooner.”
Sean
Managing Director, Polly’s Brew Co
“Creating rotas on the go and knowing my staff are instantly notified of changes — that’s what I call peace of mind.”
Arron
Polly’s Brew Co
“The team at FlowRota is an extension of our own. Their guidance is unmatched.”
Emily
Human Resources, Polly’s Brew Co
Straightforward pricing
Full shift management for £1 per user.
There is no separate shift-swaps tier, attendance add-on or upgrade for open shifts. Every feature is included.
FlowRota pricing
£1
+ VAT
per user, per month
after your 30-day free trial
Everything your team needs is included.
✓
Shift swaps and open shifts
Manage requests and cover without buying another module.
✓
Clock-ins, clock cards and timesheets
Keep scheduled and worked hours in the same platform.
✓
No card required for the trial
Set up the team and test the complete system before paying.
✓
No long-term contract
Use FlowRota month to month and cancel when you need to.
From the FlowRota blog
Practical reading for managers of shift-based teams.
Two useful guides on the small rota problems that tend to create the most disruption.
The hidden cost of last-minute rota changes
A late change rarely affects one person. It creates messages, uncertainty, rushed cover and extra manager time. This guide looks at the wider cost and how a clearer process can reduce it.
Read about last-minute rota changes →5 rota mistakes managers make without realising
From publishing too late to relying on the same people for cover, small scheduling habits can create bigger staffing problems. See which mistakes are easiest to miss.
Read the five rota mistakes →Frequently asked questions
Questions about shift management software.
What is shift management software?
Shift management software helps businesses organise published shifts, staff changes, cover, attendance and worked hours. FlowRota keeps these jobs connected to the live rota.
Can managers approve shift swaps in FlowRota?
Yes. Staff can request a swap, but managers decide whether to approve it before the rota is updated.
How do open shifts work?
Managers can make an unfilled shift available to suitable staff. Employees can show interest and the manager chooses who is assigned.
Can FlowRota compare scheduled and worked hours?
Yes. Managers can review scheduled shift times alongside clock-ins, breaks, clock-outs and approved worked hours.
Can staff see rota changes on their phones?
Yes. Staff can check the current published rota and shift updates using FlowRota on the web, iPhone, iPad or Android.
How much does FlowRota cost?
FlowRota includes a 30-day free trial and then costs £1 per user per month plus VAT, with no setup fee or long-term contract.
Real help when you need it
Questions? Speak to our UK-based support team.
Get practical help setting up teams, importing staff, publishing the first rota or configuring clock-ins. You can reach us through WhatsApp without going through a ticket maze.
Start a conversation
Keep the rota useful after it is published.
Bring shift changes, cover, clock-ins and worked hours into one clear system your team can start using today.
