Shift Scheduling
Know who's where, without asking
Shift changes are constant and chasing updates wastes hours every week. We've been there. Create and update schedules from your phone, and let Poppi remind staff when and where they're working, so your team always knows what's happening without you being the middleman.
Pilla
Clock-in reminder: shift starts in 15m
Debbie Taylor
Clocked in on time
Pilla
Tom is 10 minutes late
Jane Cooper
Shift swap request for Friday
Pilla
Weekly hours: 38h — under limit
This has improved our shift communication ten-fold
Capterra Review
Shift Scheduling
Build rotas in minutes, not hours
Create shifts, set recurring patterns, and publish rotas your team can see from their phone. Everyone knows when and where they're working without a single WhatsApp message.
Earlies
Driving Team
Changeover Team
Evening Shift
Night Team
Weekend Cover
Kitchen Team
Clock-in reminder
Your shift starts in 5 minutes
Clock In
Emma Wilson
In: 08:55
Out: 17:05
Jane Cooper
In: 09:15
Out: 17:00
Trevor Barnes
In: 10:30
Out: 17:00
Debbie Taylor
In: 07:52
Out: 16:05
Jill Anderson
In: 09:58
Out: 18:10
Staff can request leave and swap shifts right from the app — no more back and forth
App Store Review
Payroll & Leave
Hours tracked, holidays managed, payroll ready
Clock-in data feeds straight into payroll reports. Staff request time off from the app, managers approve with a tap, and holiday balances update automatically.
Emma Wilson
Jane Cooper
Tom Richards
Trevor Barnes
Debbie Taylor
Jill Anderson
Emma Wilson
Jane Cooper
Tom Richards
Debbie Taylor
Trevor Barnes
Jill Anderson
Poppi flags late patterns I would never have spotted myself
Capterra Review
AI-Powered Alerts
Poppi spots late patterns and overtime risks automatically
Poppi watches clock-ins, flags repeated lateness, warns you about overtime, and sends weekly attendance summaries so issues never slip through the cracks.
Poppi
9:00 AMLate clock-in patterns this week...
Kitchen Team
8:45 AMEmma: On my way in now
Front of House
YesterdayJane: Table 12 is sorted
Evening Shift
YesterdayTrevor: Can someone cover Friday?
Debbie Taylor
MonSure, I can do that shift
All Staff
MonTom: Thanks everyone for last week
Heads up — Trevor is on track for 48+ hours this week. You might want to review his remaining shifts.
5:00 PMI'll move his Friday shift to Jill
5:04 PMUnderstaffing warning for Saturday:
Evening Shift needs 3 staff but only 1 is assigned. You may want to fill the gaps.
8:00 AMI'll ask the Weekend Cover team if anyone can swap
8:03 AMFatigue alert: Tom Richards has worked 9 consecutive days without a day off. Consider scheduling a rest day.
8:00 AMI'll take his Wednesday shift so he gets a break
8:06 AMShift costs for this week are 18% above budget.
Main driver: 12 hours overtime across 3 staff members.
5:00 PMGood to know, I'll review next week's rota tonight
5:08 PMFrequently asked questions
- Do I have to use the Shifts features?
- No. Shifts is completely optional. If you only need work management, communication, or the knowledge hub, you can ignore shifts entirely. There's no setup required for features you don't use.
- Can staff clock in from their phone?
- Yes. Staff tap a button in the app to clock in and out. You can enable GPS verification so you know they're at the right location when they do it.
- How does GPS clock-in work?
- When GPS is enabled, Pilla checks the staff member's location at the moment they clock in. You set the expected location and staff need to be within 50 metres of it. If they're outside that radius, the clock-in is flagged.
- Can staff swap shifts with each other?
- Yes. Staff can organise their own shift swaps using the communication tab inside Pilla. Managers can also swap people between shifts with a couple of taps.
- Can I set recurring shift patterns?
- Yes. Create a pattern once and Pilla repeats it automatically. Weekly rotas, rotating patterns, or any custom schedule. You can override individual days without affecting the rest of the pattern.
- Does Pilla track overtime automatically?
- Yes. Pilla calculates hours worked from clock-in data. Poppi can alert you when someone is on track to exceed a threshold you've set, before it becomes a problem.
- Can I export timesheets for payroll?
- Yes. Clock-in and clock-out data feeds into payroll reports showing hours worked, overtime, and holiday balances. You can export these for your payroll provider.
- How do leave requests work?
- Managers can choose whether staff are allowed to add their own leave directly to the timetable or not. If staff are allowed, they submit leave requests from the app and managers approve or decline with a tap. If not, managers can add leave on behalf of staff in a couple of taps. Either way, approved leave shows on the rota and holiday balances update automatically.
- What happens if someone doesn't clock in?
- Poppi can alert you. You set the threshold, for example 10 minutes after the shift was due to start, and Poppi sends a push notification or chat message to the people you choose.
- Can I see who's working right now?
- Yes. The shift view shows who's clocked in, who's late, and who hasn't arrived yet, all in real time.
- Does it handle different pay rates?
- Yes. You can set different hourly rates for different shift types, overtime, and individual staff members. Payroll reports calculate costs using the correct rates.
- Can I schedule shifts in any location and any currency?
- Yes. Pilla works in any location and doesn't use a set currency within the application, so you can use it anywhere in the world.