--- title: "Rota software: your smart co-pilot" description: "Rota software for your staff: AI-assisted shift assignment, rotating shift patterns, cover by time slot and a staff rota app with shift swaps. Book a demo." url: https://www.tramitapp.com/rota-software/ --- # Rota software: your smart co-pilot Organise who works, when and where. TramitApp brings shifts, absences and hours worked together in one staff rota, with automatic assignment so you can review the proposal before you publish it. - See who is working in real time, **by site and team**. - Check **overtime alerts and absences** alongside the rota. - See **cover by time slot and day** at a glance, including uncovered shifts. [Book a demo](https://www.tramitapp.com/get-a-free-tramitapp-demo/) ![A care home manager plans the week: the rota has an open shift, automatic assignment fills it and cover by time slot is complete](https://www.tramitapp.com/img/planificacion-turnos-encargada-residencia-tablet.webp?v=e1) **+3,000** companies **+150,000** users every day **99.99%** uptime Some of the companies that use TramitApp: Chanel, L'Oréal, Bankinter, Ibercaja, Xiaomi, Kyocera, T-Systems, Universal, Allen & Overy, Hays, EVO Banco, Clínica Baviera, Cáritas, Nautalia, Wamos Air, Assista. ## What our rota software includes 1 ### AI-assisted rota planning - Smart Planner assigns open shifts to **qualified employees** and creates a draft rota you can review. - You check the proposal, adjust what you need to and decide **what to publish**. 2 ### Real-time management - TramitApp shows who is clocked in, with **the time and location of their last clock-in**. - The rota brings together **planned shifts, absences and hours worked**, so you can compare what was planned with what was recorded. 3 ### Better communication - TramitApp **notifies each employee of their changes** when you publish the rota. - You can also ask staff to **confirm their shifts before you publish them**. Planning ## Employee scheduling software from TramitApp ### Build the rota in a few clicks - TramitApp lets you **reuse templates**, apply a shift to several days and **copy shifts between employees**. - The draft keeps pending changes and lets you **undo and redo** before publishing the whole rota or just part of it. ### Access on any device for employees and authorised managers - TramitApp tailors access **to each person's role and permissions**. - **Functional roles** group teams, staff groups and employees, and set what each person can access. ### Compare planned hours with contracted hours - See each employee's planned hours against their contracted hours, **by day, week and year**, plus the shifts still open. ![A production manager prepares several draft rotas (standard production, peak season and weekend) and publishes one; each employee receives their changes](https://www.tramitapp.com/img/borradores-turnos-jefa-de-produccion-pasarela.webp?v=e1) ![A nurse checks his shifts for the week on his phone and confirms them; one is already confirmed and the other is pending](https://www.tramitapp.com/img/turnos-movil-enfermera-pasillo-perfil.webp?v=e1) ## A shift planning app, on your team's phones ### Confirm shifts in bulk With the TramitApp staff rota app, employees review and confirm their shifts in bulk, with the option to give a reason for declining by position or location. They can also request changes when the shift allows it. ### Shift swaps TramitApp lets employees ask for a colleague's shift, give away their own or swap shifts when the shift allows changes. Each request needs the colleague to accept it and the manager to approve it. ### Shift notifications on their phone TramitApp notifies each employee of changes to their shifts when you publish the draft. ## Rotating shift patterns, without losing control of the rules 1 ### Rotation patterns built around you - TramitApp lets you create sequences that repeat a shift pattern **every number of days** you set: from 12-hour shifts to four- or five-crew rotations. - You can set up work on **bank holidays and days off**, as well as the breaks within each shift. 2 ### Check the rules before you publish - Smart Planner applies **contract-hour and rest rules** when it assigns shifts automatically. - You review the active rules and the draft before publishing; the system lets you **skip certain rules** on each run, so that setting needs checking. 3 ### View by site and position - TramitApp lets you group the rota **by workplace** and set **staffing needs by position**. - Counters show **cover by time slot and day**. Issues ## Managing rota issues ### Spot, approve and audit every issue - **Alerts for breaks, clock-in errors, overtime, planning and working hours**, plus a coverage map that marks time slots as covered, partially covered or uncovered, so you can see where you need to step in. - Approvals you can configure **by request type**, such as absences, overtime or custom clock-ins; the company sets **chains of managers or several approvers**, and shift changes have their own acceptance and approval process. - A log of **approval and rejection actions** and of edited clock-ins with an **auditable reason**; configured absences generate **payroll items** that you can review and download in Excel. *How a rota issue flows in TramitApp: the rota spots a clock-in outside the shift, a correction is proposed and the manager approves it* Channels ## Everything connected: HR, payroll and the rest of TramitApp ![Clock-ins via WhatsApp, Telegram, kiosk and app reach the same rota and are checked against the planned shift](https://www.tramitapp.com/img/turnos-conectados-relevo-vigilantes.webp?v=e1) ### Sync with your HR tools - TramitApp offers **an API** to connect employee, shift, absence and clock-in data with other tools. - The **A3 Innuva** integration (Spanish payroll) imports data into TramitApp; the **Rollbox** connection works both ways and turns issues into payroll items. Staff clock in from the web, the mobile app, a kiosk, WhatsApp or Telegram. The company decides which channels to enable for each site or employee. | Channel | How staff identify themselves | Where they clock in | | --- | --- | --- | | **Mobile app** | Employee account | Phone, with geolocation | | **Web** | Employee account | Any browser, with an IP check if configured | | **Kiosk** | PIN, NFC card, facial recognition or QR | Tablet at the workplace | | **WhatsApp and Telegram** | Chat with the TramitApp agent | Any phone | Rotas, clock-ins and issues in separate places? Book a demo and we'll show you them together [Book a demo](https://www.tramitapp.com/get-a-free-tramitapp-demo/) ## Move your business to smart rota planning and watch it improve 1 ### The right-sized workforce - The Smart Planner simulator checks whether you have **enough qualified employees for each position** without creating real shifts. - The result flags the **positions and dates that can't be covered**, so you can review your needs. 2 ### AI working for you - TramitApp lets you write your staffing needs in **plain language** and turns them into a staffing pattern. - You define **how many people you need**, in which position and for what period. 3 ### Save time - TramitApp lets you **reassign shifts in bulk**, including only those that clash with holidays, sick leave or absences. - You can also **import shifts from Excel**, with error checking. 4 ### Better communication - Employees can **confirm several shifts at once** and give a reason for declining. - TramitApp **alerts the supervisor** when the review is done, so they can follow up on the response. ## Frequently asked questions about rota software ### What are the advantages of rota software over Excel? TramitApp brings shifts, absences, hours worked and alerts together in one staff rota. You can check cover, handle change requests and notify each employee when you publish. If you already plan in Excel, TramitApp lets you import your shifts with error checking. ### How do you plan shifts in TramitApp? As a rota planner, TramitApp lets you define shifts and staffing needs by position and day. You can reuse templates, create rotations or use Smart Planner to assign open shifts to qualified employees. You review the draft, adjust the changes and publish the whole rota or the part you choose. ### What happens if a shift is left uncovered? TramitApp's coverage map marks each time slot as covered, partially covered or uncovered, and Smart Planner shows which positions and dates can't be covered. You can leave the shift open and offer it to the employees who meet the criteria, have Smart Planner assign it to a qualified employee, or reassign it yourself from the draft. When you publish, each employee is notified of their changes. ### How do employees see their shifts in the TramitApp app? In the TramitApp staff rota app, employees review and confirm their shifts, and can give a reason for declining by position or location. They can also request changes when the shift allows it. ### Does it work for 24/7 rotating shifts (healthcare, care homes, hospitality)? TramitApp lets you build a rota with rotating shift patterns, set up work on bank holidays and days off, and check cover for early morning, morning, afternoon and night. Smart Planner checks whether there are enough qualified employees for each position to meet your needs. ### How does TramitApp handle rota issues? TramitApp shows alerts for breaks, clock-ins, overtime, planning and working hours on the rota. The manager can review the issue and reassign shifts, even in bulk when they clash with absences. Clock-in corrections and requests that need approval follow their own processes. ### Who can approve a shift or clock-in issue? The authorised manager approves shift changes, after the colleague has accepted them where needed. TramitApp also lets you set approval policies for requests such as custom clock-ins, following the reporting line or using several approvers. Access depends on the role and permissions the company sets. ### Does TramitApp's rota software integrate with payroll and other tools? Yes. TramitApp offers an API with shift, clock-in, absence and employee resources for building connections with other tools. The Rollbox integration turns absences and overtime, night or bank holiday hours into payroll items. The integration with A3 Innuva, the Spanish payroll system, imports data into TramitApp and does not send changes back to A3. ### Does TramitApp take contract-hour and rest rules into account? Smart Planner applies contract-hour and rest rules when it assigns shifts automatically. The company should review the active rules before publishing, because the system lets you skip certain rules on each run. ### Can I try TramitApp's rota planner before I sign up? Yes. [Book a demo](https://www.tramitapp.com/get-a-free-tramitapp-demo/) free of charge with no card needed, and then you get a 15-day trial in which you can use TramitApp's rota planner. ## What our customers say [![The Levaduramadre team in their bakery, in the TramitApp case study video](https://www.tramitapp.com/img/caso-exito-levaduramadre-turnos-183-tiendas.webp) Video case study Levaduramadre plans the rotas for 183 stores with TramitApp ‘It is the simplest on the market, the most intuitive, and it has the best technical support I have ever come across. It meant a one-day integration.’ **Adina Mirabela Noaja** HR Manager, Levaduramadre See the Levaduramadre case study ](https://www.tramitapp.com/reviews/levaduramadre/) ![Restalia logo](https://www.tramitapp.com/img/testimonio-restalia-logo.webp) TramitApp's tools are a must for our day-to-day management, and the team behind them working for the customer is what makes the difference. **Belén Llana** Corporate HR Specialist, Restalia ![Fundación Infantil Ronald McDonald logo](https://www.tramitapp.com/img/testimonio-fundacion-infantil-ronald-mcdonald-logo.webp) An easy-to-use tool, fully adaptable to the particular needs of our organisation. Immediate, effective support. **Patricia Cordo** Administrative and Finance Coordinator, Fundación Infantil Ronald McDonald ![Ceva Salud Animal logo](https://www.tramitapp.com/img/logo_ceva-2.png) Very happy with TramitApp's service. The platform is very intuitive and customer service is very quick and effective. 100% recommended. **Begoña Millán Chacartegui** Head of Personnel, Ceva Salud Animal Book a demo and we'll show you the rota planner with shifts like yours [Book a demo](https://www.tramitapp.com/get-a-free-tramitapp-demo/)