Most tools charge for each person on the system. In hospitality that includes part-timers, casuals and leavers who have not been removed yet. RotaKeep charges by team size in bands of 15, with every feature included.
Time & attendance, reporting, and messaging are 'premium add-ons' elsewhere. On RotaKeep they're included from day one.
Most scheduling tools were built for the US market. RotaKeep is built from the ground up for UK employment law, UK bank holidays, and UK hospitality.
Most tools lock advanced features behind expensive tiers. RotaKeep gives your whole team the full toolkit, whatever plan you're on.
See your labour cost update in real time as you build the rota. Set budget alerts, track costs as a percentage of sales, and export reports for payroll. The number your finance director keeps asking for, baked into the rota itself.
Build a full week's rota in minutes. Copy shifts, use templates, drag to reschedule. Publish to your whole team instantly and they get notified on their phone the moment you save.
Staff profiles, roles, contracted hours, availability patterns and documents all in one place. Set access levels so only the people you choose can see pay.
Staff submit requests, managers approve in one click. Accruals calculated automatically. UK bank holidays built in. Working Time Regulations checks built in.
Staff request swaps directly in the app. Managers approve or auto-approve. Everyone gets notified. No more WhatsApp groups, no more missed messages.
Group announcements, direct messages, and shift reminders, all inside RotaKeep. No need for separate WhatsApp groups or email chains.
RotaKeep now supports multi-site groups. One org dashboard for your whole operation.
A single view across all your sites. Drill into any venue or stay at the group level. Approvals, rotas and reporting are all in one place.
Link staff to more than one venue and see their shifts across the group.
Set wage budgets per site, track actual vs forecast across the group, and export a combined payroll summary.
RotaKeep runs rotas, clocking in, holiday, Right to Work and payroll for hotel teams. Student visa hour limits are tracked automatically.
Split your team into departments, such as front office, housekeeping, F&B, kitchen and nights, and see the rota grouped the same way.
Night shifts run past midnight as one shift, up to 16 hours.
See wage cost for each department on the rota as you build it, and labour % by department in your reports.
Give someone roles in two departments. Their cost is split by the hours they work in each.
Drag the slider to see your price. You pay by band of 15 staff, so taking on one more person does not add a fee each time.
Enter staff names, roles, and hourly rates. Takes about 10 minutes.
Drag and drop shifts onto the weekly grid. See costs as you go.
One click and your team can see their shifts instantly. Done.
Working Time Regulations, statutory holiday entitlement, and UK bank holiday handling, all calculated automatically. No manual adjustments: working time and holiday rules tracked for you.
It's a rota, not a schedule. Holiday, not vacation. Shifts, not timecards. RotaKeep uses the terminology your team actually uses every day.
Last-minute call-offs, 6am shift swaps, urgent covers. RotaKeep is built for the reality of running a pub, restaurant, hotel or cafe.
Some managers want full control. Others just want shifts out the door. Every feature is included on every plan. Use as much or as little as you need.
Every feature. Every plan. Priced by team size, nothing more.
Get started freeEvery plan includes every feature. You're paying for your team size. That's it.
| Team size | Per month |
|---|---|
| 1–15 staff | £25 |
| 16–30 staff | £39 |
| 31–45 staff | £59 |
| 46–60 staff | £79 |
| 61–75 staff | £99 |
| 76–90 staff | £119 |
| 91–105 staff | £139 |
Every feature is in every price. You are paying for team size, nothing else. 3 sites are included, then £20 a month per extra site. Above 105 staff it is £139 plus £20 for every further 15, and we will confirm it with you first. Billed monthly, cancel any time.
Get started freeJames Wilson. 25 years running pubs and restaurants, currently running a £3m London business.
I built RotaKeep after years of trying rota tools that were either priced for large groups or felt like they were made for a US retail shift manager. There's a sweet spot in the middle: 1 to 8 site UK operators who care about wage % to a tenth of a percent and don't have a finance team to crunch the numbers. RotaKeep is for them.
If that's you, book 15 minutes with me. I'll show you the bits that matter for your setup, and tell you straight if it's not the right fit.
Book a 15 min callIt's a quick, no-pressure call. I'll walk you through the parts of RotaKeep that matter for your setup: the wage %, the budgets and the bits that fit how you actually run. It is not a generic demo.
And I'll give you a straight answer on whether it's the right fit for you. If it isn't, I'll tell you.
Email to book a callYour first month is free. No card needed until then. RotaKeep bills monthly and your first bill lands one month after you sign up, on the same date the following month, or the last day of it, in a shorter month. Nothing is charged before that date. If you have not chosen a plan by then, the site turns read-only seven days later: rotas stay visible and exportable, nothing is deleted, and adding a card restores it immediately. Your data is kept for a further 30 days after that.
Per-user tools charge for every person on your team list, including part-timers and casual staff. A venue with 30 staff on a £5 per-user tool pays £150 a month before any add-ons. On RotaKeep the same team is £39 a month with every feature included. Your price is set by team size in bands of 15, and it only changes at renewal, as explained below.
Everything. Rota scheduling, Time & Attendance, holiday management, parental leave with statutory pay calculations, Right to Work tracking, absence management with Bradford Factor, Employment Rights Act 2025 tracking, Working Time Regulations checks, payroll reporting with Employer NI and pension, team messaging, push notifications, and the mobile app. No feature is locked behind a higher tier.
The Employment Rights Act 2025 received Royal Assent on 18 December 2025. It brings a duty to offer guaranteed hours to zero-hours and low-hours workers and more rights for fixed-term staff. Most of these parts need further regulations before they take effect. RotaKeep already compares contracted hours with 12-week actual averages and flags staff who may qualify for stable hours. When the final thresholds are confirmed, we will update RotaKeep to match.
Yes, in full. You can record maternity, paternity, shared parental, and adoption leave with start and end dates. RotaKeep calculates statutory pay automatically (SMP, SPP, SSPP, and SAP) using the current tax-year rates. It also calculates your HMRC recovery amount (92% standard, or 103.5% if you qualify as a small employer), logs KIT and SPLIT days, and calculates holiday accrual during leave.
You can upload scanned copies of RTW documents directly to each staff member's profile. A manager verifies the document, and RotaKeep logs the verifier's name and timestamp as an audit record. Automated daily checks send tiered email alerts at 90, 30, and 7 days before a document expires. If a document expires, the staff member's status updates automatically and a block modal prevents them from being assigned to shifts.
The Bradford Factor is a measure of short-term absenteeism: S² × D, where S is the number of separate absence spells and D is the total days absent. RotaKeep calculates it automatically each time an absence is resolved, and sends a manager alert by email when a score exceeds 200.
Yes. For staff on student visas, you can record their visa type and set a weekly hour limit. RotaKeep monitors scheduled hours against that limit and flags when it would be exceeded. You can configure term dates for each student, and RotaKeep automatically switches between term-time and vacation limits.
Yes, both iOS and Android apps are live in their respective stores. Staff and managers can use RotaKeep on the go.
Yes. Build rotas by department, see wage cost per department, cover night shifts that run past midnight, and run clocking in, holiday and payroll in the same place. Every feature is included on every plan, priced by team size.
On multi-site plans, site managers build and submit their rota to an organisation owner for approval before it can be published. The owner can review the full rota, check forecasted hours and wage costs, and either approve (which auto-publishes to staff) or reject with written notes.
Yes. RotaKeep generates a weekly payroll summary including gross pay, Employer NI, pension contributions, tronc distribution, and any one-off payments. You can export this as a CSV for your payroll provider, or have the summary emailed directly.
RotaKeep runs on Google Firebase infrastructure with data stored in UK/EU-based data centres. All connections are encrypted in transit. Sensitive data including Right to Work documents is access-controlled by role. You can request a full export or deletion at any time, in line with UK GDPR.
James Wilson, a 25-year hospitality manager currently running a £3m London business. RotaKeep is built and supported by working operators, not a tech company.
We count your team once a month, on your renewal date, and your price only ever changes at that renewal, never mid-month and never without you seeing it first. It only goes up if you are over the next band for two months running, so one busy December will not move you. If you drop a band, one month below is enough and the lower price starts at your next renewal.
Still have questions?
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One monthly price set by team size. Every feature included.
Get started freeOr book a 15 min call with James
Your first month is free • No card needed until then • Set up in under 10 minutes
