Start free

From next week's roster to approved hours in payroll

The whole week in Roster Flow, in the order it happens: set up once, build and publish the roster, let staff clock in on their phones, clear the handful of exceptions, then approve the hours and send them to Xero or a CSV file.

Free for up to 5 active staff, every venue included. Connecting payroll is on the paid plans.

Set up once

Add your venues, as many as you run. Add your people by hand or import them from Xero or MYOB, matched by email address. Put in pay rates and weekend loadings if you want the roster to show an estimated cost, then send the invitations.

  • Unlimited venues, each with its own address and clock in radius
  • People imported from Xero or MYOB, or typed in
  • An invitation by email, or a password you set for somebody without one
VenuesAddress, clock in radius and trading hours for each site
PeopleName, email, job title, venues and employment type
Rates, if you want estimatesHourly or salary, plus your own weekend and holiday loadings
InvitationsA link by email, valid for fourteen days

Build the week

Copy last week, or copy one shift across several days, and change what moved. Availability, approved leave and clashes are flagged as you place each shift, and the estimated cost adds up per shift, per day and for the week.

  • Warnings rather than refusals, because sometimes the shift still has to be covered
  • Staffing requirements show where a day is short
  • Undo takes back the last change exactly
Wharf Road KitchenMon 8 – Sat 13 SeptPublished
MonTueWedThuFriSatNadia O.6–26–26–26–28–4Tobias R.2–102–102–102–102–10Priya V.9–59–59–59–5Callum B.10–610–610–64–11Mei L.7–37–37–37–37–3
Priya is unavailable Saturday, so that shift was left open
Drawn from the product with sample staff, hours and rates.

Publish it

Nothing reaches a phone until you publish. Everyone rostered is told, and a reminder goes out before each shift at the interval you choose. A shift nobody is on can be offered to the people who could work it, and you decide who gets it.

  • Draft until published, so a half built week stays yours
  • A reminder before each shift
  • Open shifts and swaps, decided by a manager
Roster Flow
Your roster is outWeek of 8 September
Your shifts
Tue 99:00 AM – 5:00 PMWharf Road Kitchen
Wed 109:00 AM – 5:00 PMWharf Road Kitchen
Thu 119:00 AM – 5:00 PMWharf Road Kitchen
Fri 129:00 AM – 5:00 PMWharf Road Kitchen
4 shifts this week
Drawn from the product with sample staff, hours and rates.

Clock in and out

Staff clock in and out on their phone, in the browser. The business can check the distance from the venue and ask for a photo, and a clock in made with no signal is kept on the phone and sent when it reconnects.

  • Out of range is flagged, or blocked if you choose
  • A clock in with no shift waits for a manager to approve the hours
  • Breaks recorded as they are taken
Roster Flow
Good morning, Priya
Today · 9:00 AM – 5:00 PM
18 m from the venue
Photo captured
for your manager
Clock in
Drawn from the product with sample staff, hours and rates.

Clear the exceptions

Everything waiting on a manager sits in one queue: missing clock outs, late and early starts, out of range clock ins, correction requests, leave and swaps. The rows that match the roster need nothing from you.

  • Corrections arrive with the employee’s reason
  • Every change records who made it, when and why
  • Attendance is counted, never scored
Priya VenkatesanWeek of 8 September1 needs a look
DayRosteredWorkedDiff
Mon9:00 – 5:008:58 – 5:02
Tue9:00 – 5:008:52 – 5:14+22m
Wed9:00 – 5:009:01 – 5:00
Thu9:00 – 5:009:00 – 5:03
Approve weekAccept the 22 minutes
Drawn from the product with sample staff, hours and rates.

Approve and send

Approve the week in one action once the exceptions are decided. Send the approved hours to Xero as draft timesheets, or export them as a CSV file that any payroll system takes. MYOB is coming soon. If a send fails, the hours stay approved and can be sent again.

  • Only approved hours ever leave
  • A failed send loses nothing
  • Leave balances read from Xero or MYOB, never changed
Send to payroll
Approved
5 people
187.5 hours
Xero
Draft timesheets
Ready to run
We send the hours that were worked and approved. Your payroll system does the pay rates, penalties and loadings. We never guess at an award.
Drawn from the product with sample staff, hours and rates.

What stays outside Roster Flow

Roster Flow is the week between the roster and the pay run. It stops at the edge of payroll on purpose, because getting an award quietly wrong is worse than not attempting it.

Roster Flow does
  • Rosters, publishing and shift reminders
  • Clock ins, breaks, photos and the distance from the venue
  • Timesheets, corrections and approvals, with the reason for every change
  • An estimated roster cost from the rates and loadings you set
  • Approved hours sent to Xero, or exported as CSV
Stays with you or your payroll
  • Award interpretation and pay calculation
  • Payslips, superannuation and Single Touch Payroll
  • Leave accrual: balances are read from payroll, never changed
  • Client invoicing, job costing and travel time
  • Qualification, licence or ratio compliance

Questions

How long does it take to get the first week out?

There is nothing to install. Add your venue, add or import your people, place the shifts and publish. Most of the time goes into typing the first week, and every week after that starts as a copy of the one before.

Do my staff have to download an app?

No. Roster Flow runs in the browser on the phone they already carry, and they can add it to their home screen so it opens like an app. A clock in made with no signal is kept on the phone and sent when it reconnects, timed from when they tapped.

What if we do not use Xero?

Everything up to approval works the same. Instead of sending the week, you export the hours by employee report as a CSV file and give it to whoever runs your pay run.

Does approving hours mean Roster Flow has worked out the pay?

No. Approving says the hours are right. Rates, penalties, allowances, super and tax are worked out in your payroll system, which is where award rules belong. The cost figures on a roster are estimates from the rates you entered.

Can a manager be kept to their own venue?

Yes, if the owner turns that on. Managers can be limited to the venues they are assigned to, while the owner always sees the whole business. It is off unless you switch it on.

Get next week's roster out tonight

Add your venue and your team, build the week, and publish it. Payroll can be connected later.

Start freeQuestions? Contact us
Free for up to 5 staff, permanently. No card to start.