Scheduling & Rota
Built for Labour Control
A weekly rota grid with drag-and-drop shift management, real-time labour cost tracking against revenue, tronc and service charge distribution, and AI-powered kiosk time tracking with face recognition. Everything you need to schedule smarter and control labour spend.
The Rota Headache
Most scheduling tools give you a grid to fill in shifts, but nothing else. You build the rota in one system, track time in another, manage costs in a spreadsheet, and handle service charge distribution manually.
You end up with:
- No visibility into labour cost as a percentage of revenue while building the rota
- Separate spreadsheets to track tronc and service charge allocations
- Paper-based or basic clock-in systems that are easy to abuse
- No connection between what was scheduled and what actually happened
- Manual effort to calculate on-costs like employer NI, pension, and holiday accrual
- Rotas that get published but never locked, leading to last-minute chaos
The Weekly Rota Grid
Three powerful view modes, real-time cost calculations, and weather-aware scheduling
Three View Modes
Switch between Staff View (who is working), Role View (grouped by job title), and Attendance View (scheduled vs actual clock times) to see your rota from every angle
- Staff View: shifts by employee
- Role View: shifts by job title
- Attendance View: live vs planned
- Unscheduled clock events flagged
Drag-and-Drop Shifts
Create, edit, copy, and move shifts across days and weeks with intuitive drag-and-drop. Build an entire week of shifts in minutes, not hours
- Click-to-create on any cell
- Drag shifts between days
- Copy shifts across weeks
- Bulk editing and templates
Labour Cost vs Revenue
See real-time labour percentage calculations per day and per department as you build the rota. Configure revenue drivers and watch cost ratios update instantly
- Revenue driver input rows
- Live labour % per day
- Department-level breakdown
- On-cost multiplier (NI, pension, accrual)
Department Labour Targets
Set target labour percentages by department and get immediate visual feedback showing whether you are over or under target for each day of the week
- Target % by department
- Green/red over/under indicators
- Day & week cost chart modals
- Day timeline overlay view
Weather Integration
Live weather forecast icons displayed on each day column of the rota. Factor in expected weather when planning staffing levels for outdoor venues and seasonal businesses
- 7-day forecast on rota grid
- Temperature and conditions
- Plan staffing around weather
- Location-specific forecasts
Publish & Approval Workflow
Move rotas through a structured workflow: Draft, Published, and Locked. Submit for multi-user approval with approve and reject capabilities at each stage
- Draft -> Published -> Locked
- Multi-user approval chain
- Day notes per date
- Rota templates: save & reload
Everything Else Your Rota Needs
Working Pattern Templates
Define reusable patterns like 4-on/4-off, continental shifts, or any custom rotation. Apply them to employees and let the system auto-populate weeks of shifts
Holiday & Absence Display
Holidays and absences appear inline on the rota grid with colour-coded badges. See at a glance who is off and avoid scheduling conflicts before they happen
Location & Department Filtering
Filter the rota by location and department to focus on exactly the team you need. Configure operating days per location to hide non-trading days from the grid
Tolerance Settings for Attendance
Configure early and late clock-in tolerance windows. The attendance view highlights shifts that fall outside tolerance so you can address issues quickly
Mobile Day View
Managers can view and manage the day's rota from their phone with a responsive day view optimised for mobile screens
Tronc & Service Charge Distribution
Automated, auditable, and fair distribution of service charge and tips to your team
Daily Service Charge Input
Record service charge amounts and cash tips daily. Tronc periods align automatically to your payroll calendar so everything flows through to pay runs seamlessly.
How it works:
- • Location-scoped tronc periods aligned to payroll calendar
- • Daily entry form for service charge and cash tips
- • Tax treatment: tronc-managed (troncmaster, no employer NI) or employer-managed
Points-Based Distribution
Distribution is weighted by hours worked multiplied by job title points. A head chef with 3 points working 40 hours earns proportionally more than a commis with 1 point working 20 hours.
Configuration:
- • Job title points weighting system (e.g. Head Chef: 3, CDP: 2, Commis: 1)
- • Department allocation percentages (must sum to 100%)
- • Exclusion rules for specific employees
- • Hours sourced from rota shifts with break deductions
Status Workflow & Audit Trail
Every tronc period moves through a controlled workflow with full audit visibility. Review per-employee distribution tables showing hours, points, and calculated amounts before approving for payment.
Workflow:
- • Draft → Calculating → Review → Approved → Paid
- • Per-employee distribution breakdown with shift detail modal
- • Full audit trail for HMRC compliance
Jigsol Time Kiosk & Clock-In
AI face recognition, geofencing, and offline-first time tracking on Android
AI Face Recognition
MobileFaceNet-powered face recognition with a simple 3-capture enrollment. Staff walk up to the kiosk, get recognised, and clock in without touching anything
- MobileFaceNet on-device AI
- 3-photo enrollment process
- PIN fallback with lockout protection
- Manager override for failed matches
Dual Mode Operation
Run as a shared kiosk terminal on a wall-mounted tablet, or as a personal app on each employee's phone. Same app, two modes, one source of truth
- Kiosk mode: shared terminal
- Personal mode: individual phone
- Break clock in/out tracking
- Configurable break settings
Geofencing
In personal phone mode, GPS verification confirms the employee is physically at the work location before allowing clock-in. Configurable radius per site
- GPS location verification
- Configurable geofence radius
- Manager override requests
- Location-specific boundaries
Offline-First Architecture
Clock events queue locally in Room DB when connectivity drops. Cached staff data enables offline face matching so clocking never stops, even without internet
- Room DB local queue
- Offline face matching
- Auto-sync on reconnection
- Zero missed clock events
More Than Just a Clock-In App
The Kiosk Experience
Jigsol Time transforms a standard Android tablet into a complete staff hub. Beyond clock-in and clock-out, your team gets live information and managers get real-time oversight.
Active Staff Board
A live "Who's In Today" display showing all clocked-in staff with real-time duration counters ticking up throughout their shift
7-Day Rolling Rota Viewer
Staff can see their upcoming shifts for the next 7 days directly on the kiosk screen without needing to log in anywhere else
Self-Registration at Kiosk
New employees can register themselves at the kiosk terminal, capturing their face enrollment and basic details for immediate use
Broadcast Messaging & Announcements
Push messages and announcements to the kiosk display. Ideal for daily briefings, policy updates, or team communications
OTA Updates & Screensaver
Silent APK updates delivered via WorkManager keep the app current without manual intervention. Animated screensaver with breathing logo when idle
Why Teams Switch to Jigsol Scheduling
See your rota from every angle
Labour % updates as you build the rota
AI clock-in without touching anything
Clock events never lost, even without WiFi
See It In Action
Weekly Rota Grid Screenshot
Drag-and-drop shifts with live labour cost tracking and weather forecasts
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