The Best Staff Rota Software for Hospitality in the UK: Top Picks For 2025!
Effective staff management is vital for success in the hospitality sector, from cozy pubs to luxury hotels. Recent industry studies indicate that well-implemented scheduling can boost productivity by as much as 15%. As the hospitality landscape evolves, with increasingly complex shift patterns and demands, UK businesses are turning to specialized rota software as an essential tool for workforce management.
In this comprehensive guide, we'll explore the top staff rota software options available for UK hospitality businesses in 2025. But first, let's examine the key features that set apart the best rota management solutions in the industry:
- Intelligent Workforce Optimization: Intelligent shift scheduling that optimizes team schedules, reducing labor costs by up to 11% through precise workforce management and auto scheduling techniques.
- Flexible Employee Management: Comprehensive employee scheduling features enabling staff to request shifts, swap schedules, and manage team schedules with real-time flexibility.
- Compliance and Attendance Tracking: Robust task management and employee attendance tracking that monitors unpaid breaks, manages overtime, and ensures compliance with labor laws.
- Strategic Performance Insights: Advanced reporting tools providing insights into workforce productivity, helping businesses make strategic scheduling decisions.
- Seamless System Integration: Seamless integration with payroll and HR systems, streamlining employee time tracking and administrative processes.
Here, we’ve reviewed some of the best staff rota software to help manage staffing levels, boost productivity, and enhance employee satisfaction.
1. Deputy
Deputy is a popular choice for hospitality businesses due to its versatility and ease of use.
Key Features:
- Intuitive scheduling interface with drag-and-drop functionality to manage scheduling conflicts.
- Automated shift planning based on employee availability and skill sets gives complete visibility.
- Seamless integration with payroll systems like Xero and QuickBooks Time.
- Mobile staff rota app for on-the-go management.
Why It’s Great for Hospitality: Deputy simplifies shift management, ensures compliance with labour laws and helps reduce absenteeism and time theft through automated reminders. The app also supports team communication to manage scheduling conflicts making it ideal for dynamic hospitality environments.
Pricing: Starts at £2.40 a user per month.
2. Rotacloud
Rotacloud is designed specifically for UK businesses, making it a go-to option for hospitality managers looking for rota scheduling software.
Key Features:
- Effortless rota creation with transferrable shift templates and instant notifications for staff.
- Built-in time tracking and absence management that gives a clear view on time theft.
- Accurate payroll-ready reports to streamline payments and manage shift costs.
- Employee app to view shifts, swap shifts and request time off.
Why It’s Great for Hospitality: Rotacloud’s UK-focused features, such as compliance with local employment laws, company policies and bank holiday scheduling, make it a top pick as hospitality rota software for restaurants, hotels, and bars.
Pricing: Starts at £2.50 a user per month.
3. 7shifts
Although primarily designed for restaurants, 7shifts is versatile enough to support a wide range of hospitality businesses looking to manage employee availability.Key Features:
- AI-powered scheduling to optimise labour costs and reduce admin time.
- Real-time shift swapping and employee availability.
- Detailed labour cost reporting.
- Team chat and engagement features.
Why It’s Great for Hospitality: 7shifts focuses on improving operational efficiency and employee satisfaction, helping businesses reduce scheduling errors and control labour costs.
Pricing: Free for small teams; paid plans start at £21 per month for up to 30 employees.
4. Planday
Planday is a robust platform that supports shift management and workforce collaboration, a perfect solution for businesses of all sizes looking for hospitality rota software.
Key Features:
- Flexible employee scheduling software with real-time updates.
- Integration with POS and payroll systems to reduce admin time.
- Advanced reporting tools to see upcoming shifts, track performance and costs.
- In-app messaging for enhanced communication on upcoming shifts.
Why It’s Great for Hospitality: With its staff scheduling and analytics capabilities, Planday helps managers make data-driven decisions while managing staff costs and fostering a more connected workforce.
Pricing: Starts at £2 a user per month.
5. When I Work
When I Work is a simple yet powerful staff rota app for scheduling and team communication.
Key Features:
- One-click scheduling process and shift changes.
- GPS-enabled time clock for attendance tracking and real time visibility.
- Mobile-first design for ease of use.
- Integration with payroll providers to seamlessly manage wage costs.
Why It’s Great for Hospitality: Its user-friendly design employee scheduling app make When I Work ideal for smaller hospitality businesses looking for a straightforward solution to manage employee hours and profit margins.
Pricing: Free for up to 75 employees with basic features; paid plans start at £2 a user per month.
6. Bizimply
Bizimply is tailored for hospitality and retail industries looking for an all-in-one solution, offering comprehensive workforce management tools to manage staff availability, set availability, and resolve scheduling conflicts.
Key Features:
- Centralised rota and timesheet management to ensure adequate staffing and meet demand.
- Direct integration into payroll software with real-time visibility and cost tracking to avoid overspending.
- Employee scheduling app and performance tracking, including employee/staff breaks management.
- Custom reporting for in-depth insights and labor budget control.
Why It's Great for Hospitality: Bizimply's focus on employee satisfaction and shift cost management makes it a favourite for multi-location businesses like restaurant chains and hotel groups. It allows managers to efficiently create schedules, manage leave, and handle time off requests.
Pricing: Starts at £100 per location, per month.
7. Humanforce
Humanforce is a powerful time management system designed to simplify shift management and improve employee satisfaction. With over a decade of experience, it offers robust solutions for complex scheduling needs.
Key Features:
- Smart rota software with AI-powered shift management and demand forecasting to schedule shifts effectively.
- Compliance management for UK labour laws, including proper handling of recurring shifts.
- Employee self-service tools for leave and availability requests and real-time visibility.
- Integration with payroll and other HR software tools.
Why It's Great for Hospitality: Humanforce excels at handling complex staffing needs for larger businesses while maintaining employee satisfaction and productivity. It helps prevent double booking and ensures efficient management of employee names and schedules.
Pricing: Custom pricing based on business requirements.
8. PARiM
PARiM is a highly-rated staff rota software specifically designed for industries with complex scheduling needs, including hospitality.
Key features:
- Unlimited users in all plans
- Suitable for managing temporary workforces and multiple locations
- Advanced invoicing and client communication options, including test message capabilities
- Handles irregular hours and complex pay rates
- Comprehensive solution for shift scheduling and creating schedules
Why It's Great for Hospitality: Offers robust solutions for managing complex hospitality workforce needs with unlimited users and advanced features for handling irregular hours and multiple locations.
Pricing: Starts at £39 per month for unlimited users
9. Findmyshift
Findmyshift is a cost-effective option for small hospitality businesses, offering an intuitive platform to create schedules and manage staff efficiently.
Key features:
- User-friendly interface for easy schedule creation
- Suitable for small teams with flexible scheduling capabilities
- Affordable pricing structure
- Excels in tracking employee hours with built-in time clock application
Why It's Great for Hospitality: Purpose-built for hospitality with flexible scheduling capabilities, self-service options, and mobile access that saves managers 15+ hours weekly on administrative tasks.
Pricing: €22 per month for 20 users.
These additional options provide more choices for UK hospitality businesses seeking effective staff rota management solutions. When selecting software, consider factors such as business size, specific scheduling needs, budget constraints, and desired features to find the best fit for your organization.
Pricing and Features Comparison
Danny's Key Takeaways
- Choosing the right staff management app depends on your business size, your specific needs, and your budget. For smaller restaurants and cafes, solutions like Rotacloud or When I Work offer affordable yet feature-rich rota scheduling software. Larger businesses with more complex needs and scheduling conflicts may benefit from the scalability and advanced features of Bizimply or Humanforce.
- Implementing one of these staff rota apps can significantly improve your busy staffing schedules, reduce admin time and scheduling conflicts, and create a better working environment—all essential for thriving in the competitive UK hospitality industry. Staff rota apps aren't just important, they're essential in managing labour costs and profit margins.
- Embracing technology for efficient shift scheduling and management is crucial. According to the search results, automated workforce management can save managers up to 15 hours weekly on administrative tasks. Implementing user-friendly mobile apps for shift requests, open shifts, and employee breaks not only saves time but also improves employee satisfaction and retention.
- Compliance with labor laws and break management is becoming increasingly important. Software solutions that offer features like break planning and enforcement can help businesses maintain coverage, ensure high-quality service, and capture records of compliance with break laws. This is particularly crucial in states with strict break regulations.
- The hospitality sector continues to face unique staffing challenges, making strategic workforce development more crucial than ever. Forward-thinking businesses are investing in their teams through targeted skill enhancement programs, focusing on both technical proficiency and essential soft skills like emotional intelligence. Moreover, offering flexible working arrangements and prioritizing work-life balance has proven effective in attracting and retaining top talent in this competitive market.
FAQs for Best Staff Rota Software for Hospitality
What is staff rota software?
Staff rota software helps businesses create and manage employee schedules. It’s especially useful in hospitality where schedules can change often.
Why is staff rota software important for hospitality businesses?
It makes scheduling easier and more accurate, reduces mistakes, and helps make sure you always have the right number of staff working.
What features should I look for in staff rota software?
Look for features like:
- Easy scheduling and editing.
- Shift swapping and availability management.
- Real-time updates and notifications.
- Integration with payroll systems.
- Reporting and analytics.
Can staff rota software handle last-minute changes?
Yes, good staff rota software allows you to make quick changes and notify your staff immediately, so everyone stays updated.
How does staff rota software benefit my business?
It saves time, reduces scheduling errors, improves staff satisfaction, and helps you manage labor costs more effectively.
Can it help improve communication with my staff?
Yes, many staff rota software solutions include messaging features, making it easy to communicate schedule changes and other important information.
How do I choose the best staff rota software for my business?
Consider your specific needs, the size of your team, and your budget. Look for software that is user-friendly and offers the features that are most important to you.
Are there free options available?
Yes, some staff rota software offers free versions with basic features. However, paid versions usually offer more advanced features and better support.
Is it difficult to set up staff rota software?
Most staff rota software is designed to be user-friendly and easy to set up. Many providers offer tutorials and customer support to help you get started.
What kind of support can I expect from staff rota software providers?
Support can vary, but many providers offer customer service through email, phone, or live chat. Some also provide online resources like guides and FAQs.
