Employee management
Create employee profiles, organize staff roles, assign workplaces, and manage company access from one owner dashboard.
- Owner, Manager, and Employee accounts
- Staff status and employment records
- Clean employee access controls
Staff operations
Schedule from company-approved availability, not guesses.
Owners and Managers control each Employee working window, then build and publish the actual rota from the same scheduling grid.
Staff invites
Bring employees into the company system using email invites, reusable invite codes, or manual account creation.
- Invite links and reusable codes
- Expiration and use limits
- Added/removed employee email notices
Schedule
Build the weekly schedule from one availability-aware workspace where employees, days, locations, work areas, and shift states stay visible together.
- Management-set availability in the weekly grid
- Published, scheduled, draft, and open shift states
- Multi-location scheduling workflows
Management-controlled availability
Owners and Managers assign the recurring days and times each Employee can be scheduled. Employees can view their assigned availability but cannot edit it.
- Owner/Manager controlled working windows
- Employee read-only availability
- Employees without recurring setup kept out of new assignments
Open rota visibility
Give the team a clearer view of available coverage and reduce last-minute communication issues.
- Open shift visibility
- Company-approved availability context
- Pickup remains subject to scheduling eligibility
Time, locations, and live activity
Know where work is happening and keep attendance organized.
ShiftGrid connects location management, GPS clock-ins, timesheets, and live view tools so teams stay accountable without constant manual checking.
Locations & workplaces
Manage multiple workplaces with clear usage limits; each purchased location is another unit of the Rota location subscription.
- Multi-location company structure
- Usage shown as created/allowed
- Rota billing quantity follows purchased locations
GPS clock-ins
Employee Clock In and Clock Out require fresh workplace GPS verification plus server-side VPN/proxy privacy checks, so attendance events are accepted only from a verified location and connection.
- Address-based workplace GPS setup
- Mandatory GPS for Clock In and Clock Out
- VPN/proxy/privacy-network blocking
- iPhone/iPad and Android browser/PWA support
Timesheets
Turn shift and clock-in activity into cleaner time records for reporting and audit history.
- Clock-in and clock-out records
- Shift-hour summaries
- Report-ready time data
Live staffing grid
See who is working, where coverage is thin, and how today looks across locations without jumping between disconnected tools.
- Staff on shift
- Location activity
- Operational snapshot for owners
Grid Pulse & live timeline
Read the operation at a glance with a compact coverage pulse and a live NOW marker that turns today’s schedule into an active timeline instead of a static calendar.
- Working-now, availability, coverage, and approval signals
- Live NOW line across today’s schedule
- Owner, Manager, and Employee pulse views
Growth, billing, and communication
Scale the company system without losing control of access or costs.
ShiftGrid includes employee seats, location capacity, Stripe billing, email notifications, and internal communication workflows for growing companies.
Employee seats
Track how many employee seats are owned and used, then add more when the company reaches capacity.
- Seat usage counters
- Add seats as needed
- Capacity shown in Staff Invite
Subscription billing
Stripe-powered billing with one env-configured Rota price per purchased location and a separate env-configured employee-seat price.
- Per-location Rota subscription
- Per-employee seat pricing
- Stripe prices read from server environment
- Owner capacity upgrades
Email notifications
Send welcome messages, staff invite emails, billing notices, login codes, and security alerts.
- Welcome and invite emails
- Payment reminders
- Two-step login codes
Team chat
Keep workplace communication closer to scheduling, shifts, locations, and employee records.
- Team communication by venue
- Owner and Manager visibility
- Mobile-friendly messaging
Security and administration
Built with account safety, permission control, and operations in mind.
ShiftGrid includes security and management tools that help protect accounts, clean up data safely, and keep the platform manageable as it grows.
Company-controlled sign-in verification
Owners can control Employee and Manager email verification independently so each company can balance security and sign-in speed.
- Employee and Manager controls are separate
- Secure mode enabled by default
- Company-level security policy
Security alerts
Notify existing users about failed login attempts without storing or emailing attempted passwords.
- Wrong-password alerts
- IP and device details
- Account safety messaging
Roles and permissions
Use permanent Owner, Manager, and Employee system roles with company-controlled permissions and optional custom role presets.
- Permanent system roles
- Owner-controlled Manager and Employee permissions
- Optional custom role presets
- Delegated role management when explicitly granted
Company operations
Manage companies, billing access, email tests, data cleanup, and operational controls from protected internal tooling.
- Company management
- Email release tools
- Controlled account provisioning
Role-based experience
One platform. Three clean views.
ShiftGrid changes the experience based on who is logged in, so Owners, Managers, and Employees only see the tools they need.
Owner view
Assign staff availability, track location usage and staff activity, manage subscription capacity, and monitor rota coverage from one owner grid.
AvailabilityLocationsTime reports
Manager view
Maintain availability for the permitted team, build rotas from those working windows, manage coverage, and keep the daily grid moving.
RotaStaffLive view
Employee view
View assigned availability and shifts, clock in/out with mandatory workplace GPS verification, request time off, and stay connected with the team.
Assigned availabilityMy shiftsClock in