Everything below is in every plan. Track hours with timesheets and mobile clock in, manage annual leave and absence, build staff rotas, approve requests from your phone, and export straight to payroll — in one system, at one price. The only extra is GPS clock-in, at £1 per employee.
“The app is simple to use, reliable, and makes managing holidays, absences, and staff records straightforward. The system has saved us a significant amount of administration time.”
Jordan Ingoe, CLI ManchesterRota
Build and publish staff rotas, manage shift assignments, and keep your whole team informed
Create weekly rotas visually. Drag shifts onto the calendar, copy a week onto the weeks ahead, or build from scratch in minutes.
Assign shifts to people and tag each one with a role. See who's already on leave before you schedule: TimeTally asks before you put someone on a day they're off.
Publish the rota when it's ready, then email the team their shifts in one click. Staff can view their shifts in the app straight away.
Employees see their upcoming shifts in the app. No printing rotas, no group chats, no confusion about when they're working.
Approved leave shows directly on the rota view. Spot gaps in cover before you publish and avoid understaffing.
Repeat rotas in seconds by copying a week onto the weeks ahead. Adjust for leave and exceptions without starting from scratch.
Employees view their full rota in the app — upcoming shifts and times, plus where each shift is if you use locations. When you publish a rota, you can email the team their shifts in one click. No more “I didn't know what time I was starting”.
Click any feature to learn more.
Click any empty cell to create a shift — no forms or menus. Drag to move a shift to a different day or time. Drop onto a different employee to reassign it instantly. Building a week's rota or making last-minute changes takes minutes, not half a morning.
The rota shows confirmed annual leave, sick leave, and TOIL alongside shifts in the same view — no cross-referencing a separate system. See exactly who's available before you schedule them. Approved leave blocks are visible to all managers on the team, so nothing gets double-booked.
Publish a week and it goes live for the team. TimeTally then asks whether to email the staff affected — it is a prompt after publishing, not an automatic send, and it reaches everyone except those who have turned rota emails off in their own notification settings. Staff can view their upcoming shifts and full schedule in the app at any time, published or not.
Duplicate any previous week's rota as the starting point for the next — then just adjust for leave or cover. For predictable rotating patterns you can plan weeks or months ahead in one go. Consistent shift cycles go from hours of work to a few clicks.
Save your common shift types — e.g. 'Early 6am–2pm', 'Late 2pm–10pm', 'Night 10pm–6am' — and apply them in one click instead of re-entering times every week. Templates keep shift names and hours consistent across your rota and speed up the planning process significantly.
Employees request a shift swap with a specific colleague directly in the app — no manager involvement needed to initiate. Once the colleague accepts, the swap appears on the manager's rota to approve or reject in one tap. If approved, the rota updates automatically. No group chats, no manual edits.
Every day in the rota carries its own Hours and Cost row, updating as you build. Costs use each employee's hourly rate, and because roles carry an unpaid break that is deducted from paid hours, the figure you see is what you will actually pay — not gross hours. The same breakdown flows through to analytics, CSV export and print, so the rota, your reports and payroll all agree.
Run a rota per schedule and switch between them from one dropdown — useful when staff work across more than one venue. Each employee gets a default job role and can belong to several schedules at once, so they only appear where they actually work. Roles define the unpaid break that comes off paid hours, keeping costs consistent everywhere they are shown.
Toggle between a week view for building and adjusting shifts in detail, and a month view for seeing cover across the whole period at a glance. Spot thin weeks, clustered leave and patterns that only show up over a longer window — then drop back into the week to fix them.
Time tracking
Everything you need to track and manage employee hours
Approve timesheets from your phone. Employees can clock in from anywhere (or only on site, with GPS) — perfect for field workers, remote staff, and managers who need to review hours while away from their desk.
See pending holiday requests and timesheets side by side on your home screen, and approve each one from there.
Tap any feature for the detail.
Overtime Rules
Overtime that works itself out.
Two triggers: threshold overtime kicks in once an employee exceeds a set number of hours per day or week. Time-of-day overtime pays a premium for hours worked in a specific window (e.g. after 6pm or before 6am), regardless of total hours. Two pay methods: a rate multiplier (e.g. 1.5×) or a fixed hourly rate for overtime hours. Stack multiple rules, build tiers, and configure each employee independently.
Project Tracking
Know exactly where the hours went.
Entirely optional — only enable it if you need it. When on, employees split their hours across projects when submitting (e.g. 3h on Client A, 4h on internal work). You can set project pay for the worker: an hourly rate on top of or instead of their usual rate, or a flat fee per entry (useful for callouts or site visits). Managers get a clear breakdown of where time is actually going.
TOIL (Time Off in Lieu)
Offer time off instead of overtime pay.
An optional alternative to paying overtime — enable it only if you want to offer time off in lieu instead of (or alongside) extra pay. Set a TOIL conversion rate (e.g. 1h overtime = 1.5h leave) and overtime hours automatically accrue as a TOIL balance — no manual tracking. TOIL is kept separate from annual leave so it never eats into holiday entitlement. Employees book it the same way they book any other leave.
Approve & Reject Timesheets
Approve a whole week from your phone.
Managers approve or reject timesheets from any device — phone, tablet, or desktop. Rejections can include a written reason so employees know exactly what needs fixing and can resubmit. Managers can see who has not submitted for the period, and are emailed as each timesheet comes in. Pay totals are calculated automatically from approved hours — no manual maths at payroll time.
Clock In or Submit a Form
Clock in, or fill in a form.
Two submission modes — employees use whichever fits their workflow. Clock-in mode starts a live timer the moment they begin their shift. The timer runs in the background even if the app is closed, so no hours are lost. Form mode lets them enter start time, end time, and breaks at the end of the day or week. Both work on mobile and desktop.
Pay Rates & Permissions
Every hour costed at the right rate.
Set each employee's own hourly rate and pay totals are calculated automatically from their approved hours. Scope managers to their department so they only ever see their own team's data. Want to keep salaries private? Hide pay rates and totals from managers entirely — they see hours, but never figures. Full control over who sees what.
Payroll Export
Straight into Xero or QuickBooks.
Send approved timesheets to payroll in a few taps. Export to CSV, Xero, or QuickBooks — filter by date range, employee, or department, and choose exactly which columns to include. You can combine timesheet and leave data in a single export so your payroll software gets everything it needs in one file.
Leave
Complete holiday management with UK statutory entitlement calculations
Set a yearly allowance (25 days to start, or any figure you choose) and switch on pro-rata for part-timers and mid-year starters. TimeTally works out their figure.
Pro-rata for part-time workers from their working week. Irregular-hours staff can earn leave at 12.07% of the hours on their approved timesheets, and part-year staff get the same holiday for each week they work.
See who's off at a glance on the team calendar, and choose whether staff can see their department's or the whole organisation's leave.
Employees request leave online. Managers approve or reject with one click.
All UK bank holidays pre-loaded. Separate calendars for England/Wales, Scotland, and Northern Ireland.
Create as many leave types as you need, such as sick leave, parental leave, TOIL or compassionate leave, each with a colour and icon from a ready-made set.
Employees request time off from their phone. See remaining balance instantly before booking.
Click any request to see full details before approving
Dashboard widgets show who's off this week at a glance
Every leave rule TimeTally handles, in full.
Employees see their current balance and their projected future balance — accounting for leave already booked but not yet taken. Optionally let staff see who else in their department has booked time off, so they can plan around colleagues. Managers can manually adjust any employee's balance at any time — ideal when setting up mid-year from a previous system.
Pick the accrual method that fits each employee: upfront (full entitlement from day one), monthly accrual (earned gradually each month), daily accrual (builds day by day), or hours worked (earned per hour worked at a rate you set, 12.07% by default). All calculations are handled automatically — no spreadsheets needed.
TimeTally comes with annual leave, sick leave, maternity, paternity and bank holidays set up. Need something else, like compassionate leave? Create unlimited custom leave types with any name. For each type you control: whether it's paid or unpaid, whether it deducts from the annual leave balance or has its own separate pot, and who it's turned off for.
Decide exactly what happens at year end: toggle carryover on or off, set a maximum number of days that can carry, and optionally add an expiry date so carried-over days must be used within e.g. 3 months. You can also allow employees to book leave before they've earned it (negative balance), with an optional cap to limit exposure.
Set each employee's contracted hours per day of the week (or use a company default). TimeTally uses this to deduct the right amount of leave — a half-day Tuesday only costs half a Tuesday's hours — and to pay the correct amount for each day taken. Switch on pro-rata and entitlements for new starters and leavers are worked out from their start and leaving dates.
Employees can request leave in the unit you choose: full days, half days or hours, from the app or website — no training required. Managers can book leave on behalf of any employee. Public holidays are added automatically for the country you choose. Set a custom leave year start date (e.g. 7th April) and balances reset automatically. Easy to set up even when migrating from another system mid-year.
Managers can approve any leave request in one tap. Rejections include an optional reason so employees know why, and they can send a new request. Employees can also ask to change or cancel approved leave, and you approve or turn it down. Any booked leave can be deleted if plans change, and the days go back on the balance — all with a full audit trail.
Leave sits in the main team calendar alongside timesheets and rota shifts — one view of the whole business. If you use time tracking, overtime converts to TOIL automatically at a rate you define. Leave analytics give managers a clear picture of absence patterns, entitlement usage, and remaining balances across the whole team.
See TimeTally in action
Build next week's rota, staff clock in against the shifts you assigned, and approved leave feeds straight back into the plan. One system, no re-keying between them.
One login, one list of staff and one price. The rota shows approved leave, and approved hours and leave go out together in one payroll export.
Export approved hours directly to your payroll system
Staff get the free TimeTally app for iPhone and Android, or use any browser. Their rota, their hours and their holidays are three tabs of the same app, so there is one thing to install and one login to remember. More on the staff rota app.
GPS clock-in, £1 extra
With the GPS add-on, a clock-in is checked against the site's area: a strict area blocks clock-ins from outside it, a lenient one lets them through and flags them for you.
Emails when it matters
Shifts emailed when you publish, an email when leave is approved or rejected, and reminders for late timesheets if you turn them on.
Managers on the move
Managers approve timesheets and leave from the same app, on their own phone.
Powerful tools to configure and manage your account
Add as many managers and admins as you need. They're free unless they also fill in timesheets.
Import employees from spreadsheet. Bulk upload saves time during setup.
Run a rota for each site or team, group people into departments, and filter the home screen by department.
Each manager chooses which emails they get: timesheet submissions, leave requests and invoices.
See hours by employee, project or location over any date range, filtered by department, and export them to CSV.
Choose whether each manager sees pay and Settings, and which departments or people they look after.
Stay compliant with UK employment law automatically
Set rota alerts for the hours you choose, such as over 48 a week. Rota analytics lists any gap under 11 hours between shifts.
Accurate hour tracking gives you the records to show NMW compliance. Essential evidence for HMRC investigations.
Every timesheet change is logged, and each person's leave has a full history: what changed, who changed it and what it did to the balance.
Hosted in the EEA and encrypted at rest, with a written retention policy. Export or delete your company's records whenever you need.
One price per employee. GPS clock-in is £1 extra. No surprises.
Billed monthly. Cancel anytime.
A real person replies within 24 hours. No ticket queues, no bots.
A UK company, ICO regulated. Your data encrypted and never sold.
Who it's for
See how UK businesses in your sector use TimeTally to manage time tracking, holidays, and compliance. Browse all industries.
Set up your team in minutes and take back control of time tracking and leave.
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