What can FlowRota do?
Rota Management
FlowRota allows managers to create, edit, and publish rotas with ease. Shifts can be assigned manually or created in bulk from templates, reducing the need for constant adjustments. The intuitive drag-and-drop interface makes it simple to move shifts around, ensuring the right staff are scheduled at the right times. Once a rota is finalised, it can be published so employees receive notifications of their upcoming shifts.
Shift Claiming & Swaps
Employees can claim open shifts when managers make them available, allowing for greater flexibility in staffing. Rather than manually assigning every shift, managers can let employees request to work specific shifts, with final approval given by management. If an employee can no longer work their assigned shift, they can initiate a shift swap with a colleague. Managers have full control over this process, ensuring that swaps are only approved when they meet business needs and scheduling constraints.
Worked Hours Tracking
FlowRota automatically tracks the hours worked by employees based on assigned shifts. This ensures accurate records of regular working hours, overtime, and any adjustments made due to shift swaps or absences. Overtime hours are calculated automatically, and any extra time worked can be converted into additional pay or time off in lieu (TOIL). This feature helps businesses maintain fairness and transparency in tracking employee hours.
Leave & Absence Management
Employees can submit leave requests directly through FlowRota, making it easier for managers to track time off. The system calculates leave allowances, including standard holiday entitlement and any additional leave accrued from overtime. Absences are also recorded within the system, allowing managers to track patterns of sick leave or unauthorised absences. A return-to-work form can be completed after an absence to ensure all necessary records are maintained.
Clock-in & Attendance
FlowRota includes an optional clock-in feature, which allows employees to record their start and end times for each shift. This can be location-based using GPS, ensuring that employees are on-site when they clock in. Attendance tracking also helps managers monitor lateness, no-shows, and early departures. This data can be used to improve staff punctuality and ensure accurate payroll calculations.
Payroll & Reporting
FlowRota makes payroll processing easier by generating reports that summarise worked hours, overtime, and absences. These reports can be exported for payroll teams to process wages accurately. The system also provides insights into staffing costs, helping managers make data-driven decisions about scheduling. By analyzing trends in attendance and shift coverage, businesses can optimize workforce efficiency while keeping costs under control.
Notifications & Alerts
To reduce miscommunication, FlowRota sends automated notifications for important scheduling events. Employees receive reminders before their shifts start, ensuring they never forget when they’re scheduled to work. Managers also receive alerts when employees request shift swaps, claim open shifts, or submit leave requests. This allows them to approve or decline requests in a timely manner, keeping the rota organized and up to date.
Integrations
FlowRota integrates with popular tools like Outlook Calendar, Google Calendar and Apple Calendar using ICS feeds, allowing employees to sync their shifts with their personal schedules. This makes it easier for staff to plan their time outside of work.
We are working on integrating FlowRota into other HR software platforms such as Xero. Until then, managers can export pay and hours data to a CSV format ready for use in other platforms such as Xero.