Hi there,

Always getting pulled away from your desk? Our latest improvement to your RotaCloud app makes planning simple and effective, even when you’re on the move!

Juggling your business alongside last-minute rota changes can get stressful. We’re here to make those eleventh-hour adjustments as painless as possible with new costs on your RotaCloud mobile app. You can now manage your costs in the RotaCloud app giving you a clear overview of your daily spending and helping you stay within your budget.

What’s new

We’ve been hard at work adding new key features to our app - to take the guesswork out of your spending, your RotaCloud app will now:

• Show daily costs for each of your Locations on your Rotas tab.
• Give you added transparency by allowing you to view daily costs across your entire business using the ‘All locations’ option.
• Provide a summary of the current, next and following day’s costs to help ensure you’re consistent and on-track.
• Include all leave costs in your daily total figures.

Why we built it

When trying to stick to a budget, we understand how important transparency is. With hundreds of shifts added and edited in the RotaCloud app every day, we wanted to improve the app’s versatility allowing our customers to make more informed decisions by seeing how those shifts impact costs. Ultimately, we want to help our customers stick to budgets and avoid overspending.

How it works

Costs are simple, effective and available to all our customers. Open up your RotaCloud app and head to your Dashboard or Rotas tab to take a look.

Use the dropdown at the top to select your location then navigate through your days to see total daily costs.

A few quick notes:

• You’ll need to be in list-view on your Rotas page - costs will not show on the grid-view.
• If you use estimated costs for salaried staff, this will need to be set to ‘hourly’ rather than ‘daily’ equivalent in order for this feature to work. You can easily change this in your account settings.
• Costs on mobile will be rolled out to all accounts over the coming weeks

Hi there,

Need help with your numbers but don’t know where to start? RotaCloud can help you find the data you need in just a few clicks.

Be part of our Data to Decisions webinar to learn which RotaCloud reports are most commonly run, what our reports tell you and how your data can be used to optimise your daily workflows.

Join us, and learn how to better your business practices as we delve into topics including:

• Using your scheduling and coverage reports to best utilise your budget
• Simplifying your HR processes with leave reports
• Staying compliant with government regulations
• Spotting attendance patterns with timesheet reporting
• Staff satisfaction with availability, swaps and drops

Sign up below and let us help you fathom your figures.

🗓️ Thursday 23rd October
⏰ 12pm
📍Online

Hi there,

We’re boosting our documents tool and to make staying on top of your records easier than ever before!

We understand that running a business means your hands are always full - to make sure you never fall behind on your employees’ paperwork, training and certificates, you can now add an expiry date to documents. Even better, we’re already hard at work to make improvements! Coming soon, email notifications will let you know when an expiration date is coming up, keeping you ahead of the game.

What’s new

We’ve improved the versatility of our documents tool. Your new features allow you to:

• Add an expiration date to newly uploaded documents.
• View a list of each employees’ documents and when they expire.

• Coming soon - get notified via email when expiration dates approach so you can take any necessary action.

Why we built it

Our aim is to make RotaCloud an intuitive and essential part of your business. By proactively communicating when documents expire or need to be reviewed, you can feel confident that your business is compliant and eliminate the need for frequent and time-consuming audit processes.

How it works

Head to an employee’s profile to get started. On their Documents tab, click the plus to add a new document. Once uploaded, it’s as simple as selecting your expiration date and we’ll reach out when you need to take action.

Take a further look at document expiration below and get started today!

A few quick notes

• Email notifications will be received by all Admin users and any Managers who can edit profiles and manage the employee.

Hi there,

With Christmas fast approaching, now is the ideal time to get your team’s leave in order.

We’ve got some perfect pointers for keeping staff happy and costs under control when the holidays come around.

Join our Top Tips for Seasonal Leave webinar to learn how to best utilise RotaCloud for a smooth Christmas and an effortless New Year! 🗓️

We’ll walk you through how to:

• Customise your account to set up your leave rules and clearly communicate them with your team.
• Save time by adding holidays in bulk and setting their defaults.
• Avoid an end-of-year rush of leave being taken, keeping coverage and costs under control.
• Make the most of TOIL to help spread your costly outgoings throughout the year.
• Automate your leave processes to cut down on your admin tasks and keep your policies fair.

Sign up below and make this festive season a seamless one!

Hi there,

Our brand new, time-saving onboarding tool is here to ease your admin stresses and ensure error-free employee records.

If enrolling your employees involves spreadsheets, forms and tedious data entry, our onboarding feature is here to save the day! Just add your employee’s name and email address and leave the rest to RotaCloud. Employees simply click the link in their email invite, directly submit their own information and set up their RotaCloud account cutting out the middleman.

What’s new

Onboarding saves you time by letting your employees submit their own personal information. These seamless steps include:

• Employees submitting their own details such as title, address, NI number and emergency contact information.
• Automated population of their RotaCloud account with their details.
• Confirmation message sent to their manager when steps are completed.

Why we built it

Growing your team can be a hectic time for your business - our aim is to help ease some of those stresses by cutting down on your admin tasks, improving accuracy of your employee data, and allowing you to make the best use of your time.

How it works

To get started, just head over to your Employees page and click ‘Onboard employees’. Add in your employee’s name and email address and we’ll handle everything else! Your staff will be asked to submit their details and we’ll let you know once it’s been done. RotaCloud will even chase them up for you, sending reminder emails if not yet completed.

A few quick notes

• Employee onboarding is available to all RotaCloud customers - no need to upgrade your package!
• Don’t forget to enable your notifications so you’re always up to date with your employees’ onboarding progress.

Hi there,

We’re happy to share with you our new addition to your labour forecasting and budget caps tools! Pre-determine your default weekly budget split and spare yourself hours of tedious data tasks.

If you have particularly busy weekends or a big mid-week spike, we appreciate your labour spending will fluctuate too. Entering your default daily percentage figures keeps you one step ahead and gives you an accurate target to work towards.

What’s new

When entering your budgeting figures, you can now control how you’d like your weekly figure to be distributed on each day of the week. This time-saving addition is great if you don’t want your budget to divide equally between each day of the week - assign a default percentage to each day and leave the rest to us.

• Weekly target hours and costs figures will be automatically split by your default daily percentages.
• Customise your daily percentage split for each of your locations.

• Manually change figures for any specific days to suit your needs.

Why we built it

At RotaCloud, aim to do the hard work for you. Our data showed that after entering a weekly budget figure, daily figures often needed to be tweaked. Default daily percentages allow you to cut down on admin and free up time better invested in your business.

How it works

Head over to your settings page now and select budgets and forecasting. Enter in your daily percentages across the top of your page for each of your locations and your weekly spend below that and we’ll do the rest!

Check out our full guide on setting up your default percentage splits, here.

A few quick notes

• RotaCloud Pro must be enabled to access this feature. Head to your settings page and then ‘Budgets & Forecasting’ to get started with a free 30-day Pro trial!
• Your total percentage for the week must total 100% - we’ll flag this up for you if you’ve not reached it.

Hi there,

If you’re struggling to keep a handle on your spending, RotaCloud can help!

Our Boosting your Budgets webinar will walk you through all the tools we have from rotas, to settings, to reports, to ensure you’re fully in control of your costs.

We’ll show you how to can cut down on your spending, taking a deep dive into:

• Adding wages, salaries and leave rates in employee profiles
• Building rotas around leave and shift costs and sticking to your budgets
• Precise hour and cost tracking with Time & Attendance
• Reliable reporting and much more!

Hi there,

If you ever hit a sticky spot when planning your rotas, are unsure about how to use a feature, or just want to know if we can offer a better solution, we’re here to help!

Join our "Support superheroes" webinar to learn about all the different ways you can get help with any RotaCloud questions.

Our wide range of help options give you the option to message with our team, teach yourself, and even pick up the phone and have a chat with us.

All our support is always free to all our customers - sign up below to find out all the ways we’re here to help you!

Hi there,

We’ve just added a handy update to your Rotas page - live weather forecasts will now give you even more visibility to plan (and adapt) your staffing.

If the weather affects how busy your business gets, you’re not alone. Around half of our customers say the weather plays a big role in how busy they are each day.

Now, with weather forecasts built into your rota, you can make faster, smarter scheduling decisions and avoid the cost of overstaffing when the skies turn grey.

What’s new?

You’ll now see a weather icon at the top of the rota (week view only), showing the forecast for:

• Today and the next 10 days
• Each of your sites, based on their location
• Current conditions and temperature - just hover for more detail

Running multiple locations? No problem. RotaCloud automatically checks each site’s address and displays a localised forecast so you can stay on top of staffing decisions, wherever your team is.

We use the latest data from Apple Weather, so you can trust you’ll get reliable, up-to-date forecasts that match what your customers are likely seeing too.

Why we built it
When footfall changes with the forecast, you need to know in advance and be able to react quickly. Labour is often your biggest expense, so this feature helps you stay agile, adjusting your rota when needed to avoid costly overspends or last-minute chaos.

How it works
To get started, just head to the filter menu on your Rotas page and toggle on the weather view.

A few quick notes:

• Available for admins and managers only
• Your rota must be tied to a specific location - no address, no forecast!

Hi there,

We’re excited to announce our improved integration with Zapier. You can now automatically feed data between RotaCloud and thousands of other systems making your daily work a breeze.

• Set up your Zapier account
• Create a 'Zap' and choose which systems you'd like to link to
• Select from a wide range of data to sync
• Sit back and watch your automation take action

Use our pre-made templates for BambooHR, HiBob or Personio or create your own with thousands of other softwares to choose from.

Stop duplicating work, regain your valuable time and ensure all your data matches perfectly.

Check out our full guide on setting up integrations with Zapier, here.