Pay only for active users
Each active employee costs £1 per month; archived users cost nothing.
Employee profiles and user management, connected to your rota Flexible staff settings, team membership and simple per-user billing
Manage each employee’s job title, working pattern, contracted hours, leave allowance, pay, teams and clocking settings from one FlowRota profile.
Keep the information behind scheduling and attendance together, with straightforward options to archive and reinstate employees as your team changes.
£1 per active user per month
One user profile for the employment details that shape every schedule
FlowRota uses employee profile settings throughout rota planning, leave, pay, clocking and reports. Keep the key information in one place so shifts and connected workflows reflect each person’s working arrangements.
Keep user administration practical as the workforce changes
Configure each person’s working details, keep staff organised across teams and avoid ongoing charges for archived users.
Archive and reinstate
Archive employees who leave or become inactive, and reinstate them when needed.
Keep complete employee profiles
Set contracted hours, working patterns, pay, leave and other settings in one place.
Organise staff across teams
Assign primary and secondary team memberships to reflect where employees work.
Configure employee clocking
Choose individual clock-on settings to support your attendance workflows.
Keep hours and allowances connected
Use profile hours and leave settings throughout rota, leave and reporting workflows.
Simple per-user pricing that responds when the workforce changes
Active users cost £1 per month. Archiving removes the user from chargeable access, while reinstatement makes the profile active again.
£1 per active user
FlowRota charges a fixed £1 per active user each month after the 30-day free trial.
The pricing stays clear- One clear monthly price for each active user
- No charge for users while they are archived
- Employee settings connect to scheduling, leave and time tracking
- Manage pay and contracted hours in each user profile
- Reinstate archived employees when they return
Archived users are not charged
Archive a user when they should no longer remain active in FlowRota. Archived users are not included in the monthly charge.
Archiving helps when- An employee leaves the organisation
- A seasonal worker is temporarily inactive
- A user should no longer be available for scheduling
- The business wants to stop the ongoing user charge
- The profile may need to be reinstated later
Mid-month archiving is pro-rated
If a user is archived partway through the billing month, the chargeable amount for that user is calculated on a pro-rata basis.
This means- The user does not remain charged for the full month
- The charge reflects the chargeable part of the billing period
- Archiving can take place when it is actually needed
- The billing treatment follows the status change
- The user can still be reinstated at another time
Active users cost £1 per month; archived users cost £0.
If archiving happens midway through the billing month, the
chargeable amount is pro-rated.
Configure the employment details behind each employee’s rota
The user profile gives FlowRota the information needed to schedule, cost, track and report on the employee’s work.
Role and working pattern
Set how the employee fits into the organisation and the ordinary pattern their working week follows.
Profile settings include- The employee’s job title
- Their working pattern
- Contracted working hours
- Historical hours data
- The information used during rota planning
See how these details support staff scheduling .
Leave and allowance settings
Set the allowances and working information used when the employee requests or receives time away.
The profile can hold- Annual-leave allowance
- Custom leave allowances
- Contracted-hour context
- Historical hours used by connected calculations
- The team responsibility behind leave approval
Explore leave allowances and manager approvals .
Pay, teams and clocking
Connect the employee to the teams where they work and choose the pay and clocking settings that apply.
Managers can configure- Salaried or hourly-paid status
- The employee’s hourly rate where applicable
- Primary and secondary team memberships
- Individual clock-on settings
- The profile used across shifts and reports
Learn how teams and permissions control scheduling and manager responsibilities.
| Profile area | Example information | Connected workflow |
|---|---|---|
| Employment | Job title, working pattern and contracted hours | Scheduling and shift planning |
| Leave | Annual and custom leave allowances | Requests, approval and allowance tracking |
| Pay | Salaried status or hourly rate | Shift costing, pay and reports |
| Teams | Primary and secondary team membership | Rotas, managers and approval boundaries |
| Clocking and history | Clock-on settings and historical hours | Attendance and connected calculations |
Organise employees across the teams they work in
Profiles connect staff to their primary and secondary teams, bringing team membership together with the employment details used for rotas and approvals.
Primary team
Set an employee’s main team within FlowRota, helping to establish where their core scheduling and leave responsibilities sit.
Useful for- Organising employee rotas by team
- Keeping the employee’s main team clear
- Supporting the relevant leave approval workflow
Secondary teams
Connect employees to other teams where they also work, rather than treating each team as a separate employee profile.
Useful for- Staff who work across departments
- Businesses with more than one operational team
- Maintaining the same employment settings for one employee
Individual working settings
Keep working patterns, pay and clock-on preferences with the employee, while their team memberships provide scheduling context.
Keep together- Working pattern and contracted hours
- Pay details and leave allowances
- Clock-on settings and historical hours
For more detail on roles and access, explore
teams and permissions
.
Set up employee details once, then keep them up to date
The employee profile provides the settings used by FlowRota’s scheduling, leave, hours and pay workflows. A simple setup sequence keeps them consistent.
Add employment information
Enter the employee’s job title, working pattern and contracted hours.
Set allowances and pay
Configure leave allowances and salaried or hourly-paid details as appropriate.
Choose teams and clocking
Set primary and secondary teams and the employee’s clock-on settings.
Update or archive when needed
Keep profile details current as circumstances change, and archive inactive users to stop ongoing user charges.
Keep workforce details connected without making user costs inflexible
Employee details can be adjusted as the workforce changes, with flexible billing for inactive staff and settings that feed into the rota, leave, attendance and reporting.
Manage changing headcount
Archive inactive users without an ongoing charge, and reinstate them when needed.
Keep settings in one profile
Store job title, hours, working pattern, leave, pay, teams and clocking information together.
Make leave planning easier
Connect each person’s leave allowances and working pattern to the wider leave workflow.
Support accurate hours and cost reporting
Use employee contract, pay and historical hours settings alongside shifts and reports.
Explore the features connected to user profiles
User settings determine how employees are scheduled, paid, assigned to teams and represented in leave, attendance and reporting workflows.
Frequently asked questions about employee profiles
How much does each FlowRota user cost?
Each active user costs £1 per month after the 30-day free trial.
Are archived users charged for?
No. Archived users are not charged for.
What happens if a user is archived midway through a billing month?
The chargeable amount for that user is pro-rated for the billing month.
Can an archived user be reinstated?
Yes. Users can be archived and reinstated when needed.
What can be configured in an employee profile?
Profiles can include job title, working pattern, leave allowances, contracted hours, salaried or hourly pay details, teams, clock-on settings and historical hours data.
Can employees be assigned to more than one team?
Yes. FlowRota supports primary and secondary team membership.
Can I configure different clock-on settings for different employees?
Yes. Employee profiles include individual clock-on settings.
Can I manage salaried and hourly-paid employees?
Yes. Profiles support salaried or hourly pay details, including an hourly rate where applicable.
Can I maintain historical hours for an employee?
Yes. Employee profiles include historical hours data used by connected workflows.
Give every employee one complete working profile
Configure the details behind each rota, assign teams and archive inactive employees without an ongoing charge. Start with a 30-day free trial, no payment card required. Each active user costs £1 per month after the trial.
Start your free trial