Are you stuck in rota hell? Balancing schedules with spreadsheets? Or maybe chasing staff with WhatsApp messages, hoping no one's booked annual leave without telling you?
Then RotaCloud might seem like a lifeline.
But is it really the rescue mission your team needs? Or is there a smarter way out?
Let’s find out:
What is the RotaCloud workforce management software?
RotaCloud is a UK-based workforce management system launched in 2013, designed to help businesses plan and track employee shifts. Built in York, this tool caters mainly to small and mid-sized teams looking for a digital rota system. While it centers on rota creation, it also touches HR and payroll coordination.
Key features of RotaCloud: more than just employee scheduling?
Drag & drop rota planning: create and adjust shifts with a simple interface
Shift swapping: staff can trade shifts directly through the system
Availability patterns: view who’s available and when
Time off management: submit and track leave requests
Rota notifications: app-based and email alerts to keep staff updated
Reporting tools: basic insights on hours, pay, and attendance
HR integration: store docs and record key employee info
Two-factor authentication: protect sensitive data
Optional, paid add-ons include: time & attendance, SMS notifications, as well as GPS-based clock-ins.
RotaCloud pricing exposed: is it worth the spend?
RotaCloud runs on a tiered pricing system based on the number of employees you manage. No matter if you're scheduling a team of 1 or coordinating hundreds, the cost adjusts according to team size, starting from £10/month and reaching up to £1,000/month for 500 staff on the Standard plan, or £1,500/month for the Pro version.
For businesses with over 500 employees, pricing becomes custom, you’ll need to contact the company directly for a quote.
Each plan comes with a fixed set of features, with Pro unlocking extra options like bulk shift edits and more complex leave request rules. But essential functions like accurate time capture and text-based shift updates require add-ons, priced separately and scaling with your team size.
What you’re paying for:
Both plans include basics like drag-and-drop scheduling and reports.
The Pro version adds tools for, for instance, productivity and document storage.
Optional extras cover time and attendance tracking, together with SMS alerts, especially helpful in environments with limited internet or phone access.
RotaCloud’s pricing model has the ability to grow with your business, but keep in mind it can get expensive fast. The jump in price as your staff numbers increase is sharp, especially once you start layering on paid add-ons.
For anyone doing research into rota software for growing teams, the takeaway is this: you need to look beyond the base price and set expectations around what you’ll need for full functionality.
If your current scheduling process requires support for tracking attendance, leave requests, and integrating with other apps, RotaCloud’s base tier likely won’t cut it.
Want to see how it all works in action before committing? RotaCloud does let you try before you buy. But if you’re looking for more than just an overview, you’ll need to dig deeper or request additional information from their team directly.
There are videos and FAQs available for more insights, though they don’t cover every scenario. For tailored questions, especially about integrations or complex shift structures, you’ll need to contact RotaCloud and wait for a human to respond.
Bottom line? The price makes sense for small teams that need basics. But once you scale, the combined cost of base plans, add-ons, and lack of all-in-one features may cause friction if productivity and quick deployment are your top priorities.
RotaClous: pros and cons from user reviews
With a 4.9 rating from 273 reviews on Capterra, RotaCloud clearly wins hearts. Users praise its simplicity and fast response times from support. But this tool isn't without its drawbacks.
What users love:
“It’s so easy to use, and support is excellent.” - Stacey G.
“Makes rota creation stress-free.” - David W.
“My team can view rotas, book time off, and track hours.” - Dennis A.
But here’s what bugs people:
“I wish I could bulk print rotas by location.” - Sophie K.
“No integration with Outlook or HR software.” - Jo N.
“Clock-ins don’t always work due to poor phone signal.” - Maggie W.
“New shift edit update takes more faffing.” - Mike R.
“Shame we have to manually make shifts open if staff are on annual leave. Pity they do not move automatic.” - Guto H.
“It can sometimes be slow and we have to refresh to bring up the correct rota.” - Neil H.
“You can’t save the rota by month. It's stuck on weekly views.” - Angie K.
“I’d like more customisation in the reports like removing past employees faster.” - Dennis A.
While RotaCloud nails the basics, it stumbles more often than it should.
Meet Unrubble: a powerful RotaCloud alternative
If RotaCloud gives you the basics, Unrubble rewrites the rulebook. Many of RotaCloud’s most common complaints are things Unrubble solves right out of the gate.
Here’s why Unrubble outshines RotaCloud:
Real-time time tracking
Count overtime and spot attendance problems in real time. Unrubble doesn’t just record hours. It tracks attendance with accuracy you can rely on.
Smarter scheduling
Drag, drop, draft, repeat. Auto-notifications cut the chatter, so you won’t be buried in WhatsApp messages. Plus, you can share rotas securely without fuss.
Leave requests and PTO
Annual leave, sick leave - everything’s logged and tracked with just a few taps. Unrubble’s PTO Tracker helps manage leave with total transparency.
Mobile Time Clock with face recognition
Do you need a mobile time clock that doesn’t glitch in low signal areas? Unrubble’s got biometric security backed by AI that works both when you're in an office or halfway up a hill.
Instant timesheets
Forget chasing for timesheet updates or double-checking Excel formulas. With Unrubble, your data feeds directly into your payroll system.
Built-in communication channels
Organize business trips, track trip costs, share files, and chat inside one dashboard. No need to use five different tools.
Free Employee Self-Service App
Unrubble’s self-service app keeps everybody in the loop with real-time notifications, role-specific access, and instant updates. It actually makes work simple.
Security & privacy first
Your data is encrypted. No tracking ads. GDPR locked down. No sneaky links or shared info. You stay in control, always.
Is RotaCloud right for you or is it time to unrubble?
If you run a small team with fixed shifts and don't mind doing a little extra legwork, RotaCloud might work.
But if you want to measure your team’s time accurately and reduce admin pressure, Unrubble makes more sense.
RotaCloud does a few things good, but Unrubble tackles the whole workforce management process holistically.
