Everything the week needs, and nothing it does not
Rostering, time capture and payroll-ready timesheets. Every feature is on every plan, including the free one, apart from connecting Xero or MYOB.
The work of the week
Rostering
Copy last week, change the shifts that moved, and publish. Clashes and unavailability are flagged as you place each shift.More on rostering
Wage costs and loadings
Your rates, your weekend and holiday loadings, and an estimate per shift, per day and per week before you publish.More on wage costs and loadings
Clock in and out
One tap at the door from the phone staff already carry, with distance from the venue and an optional photo for the manager.More on clock in and out
Timesheets and approvals
Rows that need a look sort to the top. Approve the rest together, with every change recorded against who made it.More on timesheets and approvals
Payroll sync
Approved hours go to Xero as draft timesheets, with MYOB coming soon. Prefer to stay manual? Export the hours by employee as CSV.More on payroll sync
Multi venue
Unlimited venues on every plan. Staff can work across sites, and the roster, timesheets and reports follow the venue you pick.More on multi venueAlso included on every plan
Build the week from last week
Copy the week you already published, change the shifts that moved, and leave the rest alone. One shift can be copied to several days and several people at once, and the roster shows who is unavailable or on approved leave while you place each shift.
- Copy last week in one action
- Copy a shift to other days and other people
- Publish, and only people with new or changed shifts are told
Know the number before you publish
Enter your own rates and loadings once and apply them to the people they cover. The roster then carries an estimate on every shift, adds up each day, and totals the week, so a big Saturday is a decision you made rather than a surprise later.
- Per shift, per day and per week estimates
- Public holidays for your state already in the calendar
- Rostered hours compared with the hours actually worked
From the door to the pay run
Staff clock in on their own phone with the distance from the venue recorded and, if you want it, a photo for the manager. Those times become the timesheet, the rows that disagree with the roster come up first, and the approved week goes to Xero as draft timesheets or into MYOB payroll.
- Missing clock outs and differences sorted to the top
- Corrections requested with a reason and approved by you
- Xero, MYOB or a CSV of hours by employee
Roster Flow does not interpret awards or calculate your pay
That is deliberate. You set your own rates and loadings, and the figures on the roster are estimates based on exactly what you set. Pay rules, including any award interpretation, are configured in your payroll system where your accountant can see them.
See the pricingQuestions we get before people start
Do staff need to install an app?
No. It runs in the browser on whatever phone they already have, and they can add it to their home screen so it opens like an app. Nothing to download, nothing to update, and nothing to explain to somebody on their first shift.
Does it work out award rates?
No, and that is deliberate. You set your own hourly rates and your own weekend and public holiday loadings, and Roster Flow applies exactly what you set to estimate the cost. Pay rules, including any award interpretation, are set up in your payroll system by you or your bookkeeper. Getting an award quietly wrong is worse than not attempting it.
What happens when somebody forgets to clock out?
The day is flagged and sorted to the top of your timesheet, so you find it on Monday rather than after a pay run. You can fix it yourself, or the employee can send a correction request with a reason for you to approve. Either way the change is recorded with who made it and why.
Our casuals change their hours every week. Does that work?
That is the case it was built for. Staff keep their own availability by the hour, not just by the day, and update it when their study or their second job changes. When you roster over a clash you get a warning with the reason rather than a refusal, because sometimes the shift still has to be covered.
Do I have to connect payroll?
No. Xero can be connected on a paid plan and MYOB is coming soon, but neither is required: the hours by employee report exports to CSV for whoever runs your payroll, on every plan including the free one.
What if the phone cannot get a location at the venue?
The clock-in still happens and is marked for you to look at. Blocking somebody from starting their shift because a phone could not see a satellite makes the software the problem, so out of range is a flag rather than a locked door. If you would rather block it, that is a setting.
Can two venues share the same staff?
Yes. Somebody can belong to one venue or several, and they are one person with one profile and one timesheet however many places they work. Venues are unlimited on every plan, so a second site does not cost more.
How long does it take to set up?
Open the account, add your venue, then add your team by hand or import them from Xero. There is nothing to install, so you can publish a first roster the same day.
What happens to our records if we leave?
They stay yours. Hours export to CSV whenever you want them, and anything already sent to payroll stays in your payroll system.