What is Rota and Time Clock?
Rota planning, attendance tracking and HR features have been popular requests from Timetastic customers for years.
Rota & Time Clock is our purpose-built rota and time-management app; it's a separate service from our standard and Pro Timetastic plans. Existing Timetastic customers can get a 30-day free trial of Rota & Time Clock, so you can fully explore everything it has to offer before deciding whether to make the switch.
How does the trial work?
You'll get full access to Rota & Time Clock free for 30 days. We'll automatically transfer your current year's Timetastic data, so you can start exploring and testing the platform straight away without having to set everything up from scratch.
Any other administrators on your Timetastic account will automatically be invited to the Rota & Time Clock trial too, so they can explore the platform alongside you.
During the trial, your Timetastic account stays exactly as it is. You and your other administrators will continue to have full access to Timetastic, so you can carry on using it as normal while trying out Rota & Time Clock. Your employees won't receive any notifications or see any changes unless you decide to switch.
If you decide it's not the right fit, simply cancel the trial and carry on using Timetastic as before. If you decide to make the move, switching across is quick and straightforward.
Will all my existing employees be transferred?
Yes, all active employees will be transferred automatically.
Archived employees aren't transferred, so we recommend downloading a backup of your archived employee data before you move.
What about my existing leave bookings?
All leave bookings within your current leave year will be transferred automatically. For historical records of your previous year's booking data, please download a full backup report.
What happens to pending leave requests?
It depends on the dates:
Pending requests for past dates will be automatically approved
Pending requests for future dates will stay pending for managers to review
Pending requests won't reduce an employee's available leave until they're approved.
Will employee working schedules be transferred?
Working schedules aren't transferred automatically. Instead, Rota & Time Clock uses employee availability, so you'll need to set availability after moving across.
Employees can also submit and update their own availability.
What happens to my departments?
Your departments will be transferred and created as Positions in Rota & Time Clock.
You can rename or edit them at any time after the transfer. Employee's can also be allocated multiple positions if needed.
What happens to my leave types?
All of your leave types will be transferred.
Leave types that don't deduct from the allowance will be recreated individually
Leave types that do deduct from the allowance will be combined into a single leave type called Annual entitlement.
We'll also automatically create:
Time off in lieu (TOIL)
Public holidays
You can edit existing leave types or create new ones whenever you like.
What are time banks?
Time banks are how Rota & Time Clock manages leave allowances.
Each leave type can have its own allowance, making it easy to track annual leave, TOIL, sickness and other leave separately.
Each time bank shows:
Current balance – Total leave currently available
Approved – Future leave that's been approved but not yet taken
Available – Leave remaining after approved future leave has been taken into account
Pending leave requests don't affect balances until they're approved.
Does Rota & Time Clock support accrued leave?
Yes. If you currently use accrued leave, you can continue to do so in Rota & Time Clock. Leave can accrue automatically either:
By a fixed amount each pay period
As a percentage of hours worked
Do archived employees count towards my subscription?
Archived employees are not included in your monthly subscription, so you won't be charged for inactive staff such as leavers or seasonal employees.
Can I delete archived employee profiles?
Not immediately. Archived profiles are retained so you can access historical information if needed.
Administrators can choose how long archived data is kept by setting a retention period under Settings > Data and security.
Are there any features that aren't available?
A few Timetastic features aren't currently available in Rota & Time Clock:
Outlook Calendar integration (iCal feeds are available)
Google Calendar integration
Google Workspace integration
Microsoft Teams integration
Slack integration
Maximum absent limits
Lock dates
We're continually adding new features and improvements to Rota & Time Clock.
What happens at the end of our trial?
At any point during the trial, you can go to Billing in Rota & Time Clock and choose one of the following options:
Complete migration – switch your organisation to Rota & Time Clock straight away
Cancel trial – end the trial and continue using Timetastic as normal
If you click complete migration, we'll carry out a final sync from Timetastic and move your organisation fully across to Rota & Time Clock.
If you don't cancel the trial before it ends, your account will automatically move onto the Rota & Time Clock plan and the new pricing will apply from your next invoice. You'll still be able to access both your existing Timetastic account and the Rota & Time Clock service during this time and right up until you choose to complete the migration.
What happens once we migrate?
If you choose to migrate, we'll sync your accounts one final time, so any changes made in Timetastic during your trial, such as new bookings or updates, are transferred across. We'll also email you a full backup of your Timetastic data for your records.
Once the migration is complete, employees who log in via the Timetastic website will be automatically redirected to Rota & Time Clock and signed in. Employees using the mobile app will just need to download the Rota & Time Clock app from the Apple App Store or Google Play and sign in with their existing account details.