Ask anything about RotaEasy

Yes. Timesheets are generated automatically from GPS clock events. When staff clock in and out via their phone, their hours are recorded. Admin → Timesheets shows every staff member's daily breakdown: rota hours, worked hours, overtime, holiday, bank holidays, sickness, and total payable. Nothing needs to be entered manually if staff are clocking correctly.

Click "Exceptions" in the left sidebar. Every variance between rota and actual hours is listed — late arrivals, early departures, overtime, missed clock-ins. For each one, choose: Acknowledge (no change to hours), Approve overtime (pays the extra time), or Correct time (edit the actual time). Clear these regularly — unreviewed exceptions mean timesheet hours are not finalised for payroll.

Go to Admin → Timesheets → find the staff member → click the day in question → edit the clock-in or clock-out time directly. You can also handle this from the Exception tab for flagged events. The original time is always kept on record — you're adding a manager decision on top of it, not overwriting it.

Click "Send to Accountant" in the left sidebar → select your date range → click Export CSV. The file includes: base hours, overtime, holiday, bank holidays, sickness (CPS and SSP split), and total payable — one row per staff member per day. The numbers always match what you see in Timesheets as they use the same calculation.

Click "Extra Shifts (Overtime)" in the left sidebar → click "+ Add shift" → select the staff member, date, start time, and finish time → Save. The extra shift appears in their timesheet and rota view immediately. It does not change their permanent rota pattern — it is a one-off addition on top of it.

Overtime is any time worked beyond the daily contracted hours. The overtime threshold is set per staff member (in their profile) or globally in App Settings. When a staff member clocks out later than their threshold, the extra time is calculated as overtime and shown separately in timesheets. The Exception tab flags it for your review — you then mark it as authorised or not. TOIL (time off in lieu) is also available as an alternative to paying overtime.

Click "Compliance" in the left sidebar (Professional plan and above). You will see all 18 GPhC folders for pharmacy (or 19 CQC/GDC folders for dental) with RAG status (Red/Amber/Green) on each. First-time setup: scroll to the bottom of the compliance section → click "Site Overview" → click "Edit site details" → fill in your pharmacy name, address, ODS code, SP name, GPhC number, and IG contacts. Once saved, these details populate all compliance folders automatically.

Click "Compliance" in the left sidebar → click folder 3 "Clinical Governance & Learning" → click the "Near Miss Log" tab → click "+ Add entry" → fill in the date, description, severity, person involved, and action taken → Save. Analytics for your near-miss patterns are shown in the same folder. For serious incidents, the Root Cause Analysis tab is also in this folder.

Click "Compliance" in the left sidebar → click folder 17 "CPCF & Contractual Compliance" → click the CPAF Tracker tab. Work through each CPAF standard section, mark evidence as complete, and add notes. Overall completion percentage is shown at the top. This maps directly to what NHS England inspectors look at — if it's green here, you're ready.

Click "Compliance" in the left sidebar → click folder 9 "Cold Chain & Vaccines" → click the "Fridge Temperature Log" tab → click "+ Add reading" → enter temperature, date, time, and which fridge → Save. If the reading is out of range, a Temperature Excursion prompt appears — record what action was taken. Entries are date-stamped and cannot be backdated.

Click "Compliance" in the left sidebar → click folder 11 "Information Governance & DSP Toolkit" → click the "DSP Toolkit Tracker" tab. All 10 mandatory assertions are listed. Tick each one and add your evidence notes. Your ICO registration number, renewal date, SIRO, and IG Lead are stored in the "Key Roles & Responsibilities" tab at the top of this folder — fill these in first as they pre-populate other sections.

Click "SOPs & Training" in the left sidebar → click "+ Add SOP" → use the rich text editor (paste from Word — formatting is cleaned up automatically) → assign to All staff, specific staff, or a department → set a review date → Save. Staff see assigned SOPs in their clock-in app and must tap "I've read and understood this SOP" to sign. Track signing status from the SOP list. You'll be alerted when a review date is approaching.

Click "Holiday Requests" in the left sidebar. All pending requests are listed. Click a request to see dates, balance impact, and whether any colleagues are already off. Click Approve or Decline — the staff member is notified automatically. For bulk management and planning use "Holiday Manager" in the sidebar. For a visual overview of all absence use "Absence Overview".

Click "Sickness" in the left sidebar → click "+ Add record" → select staff member, start date, return-to-work date, and reason → Save. Sickness hours appear in Timesheets automatically (CPS/SSP split based on App Settings). Bradford Factor is calculated automatically — staff who cross your alert threshold are flagged. Return-to-work form triggers can be enabled in App Settings.

If "Deduct bank holidays from entitlement" is on in Settings, RotaEasy automatically works out which bank holidays each staff member is rota'd to work and deducts those from their entitlement — no manual entry needed. Staff who don't work a bank holiday aren't deducted. This is calculated per staff member based on their rota pattern, so part-timers are handled correctly automatically.

Click "Key Dates" in the left sidebar → click "+ Add date" → select staff member, document type (DBS, visa, passport, NMC PIN, driving licence, or custom), and expiry date → Save. Automatic reminders are sent before expiry — set how many days in App Settings. Enable "Staff can view own key dates" in App Settings so staff see their own upcoming expiries in their clock-in app.

Click "Staff & Rotas" in the left sidebar → click the staff member → scroll to the bottom → click "Mark as leaving" → enter leaving date and reason → Confirm. RotaEasy calculates their final holiday settlement automatically. Their data is retained (click "Show former staff" to view) but they no longer appear in active rota or timesheets.

TOIL (Time Off In Lieu) is an alternative to paying overtime — staff bank extra hours worked to take as time off later. When reviewing an overtime exception, you can choose "Bank as TOIL" instead of paying it. TOIL balances are tracked per staff member. Staff can request TOIL days the same way they request holiday. Enable TOIL in App Settings → TOIL.

Click "Locum Access" in the left sidebar. The calendar shows your month — click any date to book a locum on that day. Fill in the booking form: locum name, GPhC number, email address, hourly rate (or day rate), hours, session type, and site. Click Save. A confirmation email is sent to the locum automatically. A 24-hour reminder email is sent the day before their session. To share their session pack (SOPs, key contacts): click the session → Share locum pack.

The locum receives an email with their session link. When they open it they see: your pharmacy at-a-glance (address, SP contact, PMR system, CD cabinet location, fridge location, near-miss recording process), any SOPs assigned to locums, and emergency contacts. They cannot see staff rotas, payroll, other locums' data, or any other pharmacy data. The link is scoped to their session only.

Click "Locum Access" in the left sidebar → find the session → click "Invoice link". The locum uses this link to submit their invoice. Invoice submission deadline and payment date are set in "App Settings" → Invoice Settings. To track invoices you've received: click "Pharmacist Planner" in the left sidebar → Received Invoices tab.

Locums clock in and out using the same clock-in link as staff — they appear in timesheets under their locum record. Their hours are calculated automatically. Locum timesheet data can be exported in the Accountant Export alongside regular staff, or viewed separately in the Locum Access tab. Their sessions also appear in the Pharmacist Planner for RP log purposes.

Patient check-in is on Professional plan and above. First enable it: click "Sites" in the left sidebar → click your site → turn on Check-In. Then click "Check-In" in the left sidebar to see your patient queue. For the tablet kiosk: go to Sites → your site → copy the Kiosk URL → open this URL on your pharmacy tablet. Patients tap the screen, select their service, and complete triage — they appear in your Check-In queue immediately.

Check-in supports: Pharmacy First (all clinical pathways), Flu vaccination, COVID vaccination, MenB vaccination, Contraception (PGD), Ear wax removal, Travel health consultations, Weight management, and general consultations. Each service has its own triage questions, eligibility screening, and consent flow. The pharmacist sees all patient details, safety flags, and service selection on their admin view before calling the patient.

Click "Check-In" in the left sidebar. Your live patient queue is shown. Click a patient card to open their record — you see triage responses, safety flags, identity verification fields (name, DOB, address, NHS number), and vaccination record panel. Complete the consultation, fill in outcome fields → click "Mark complete". The patient is removed from the active queue and their record is stored automatically.

The vaccination record panel in patient check-in captures all fields required for PharmaOutcomes submission: vaccine brand, batch number, expiry date, site of administration, dose number, consent, and clinical notes. You complete these during the consultation in RotaEasy, then submit to PharmaOutcomes separately as you normally would. RotaEasy stores your record independently as your own compliance evidence.

Email hello@rotaeasy.co.uk with your pharmacy name and the plan you want to move to. We'll upgrade you and confirm the new pricing. Plan changes take effect immediately — you'll have access to all features of the new plan straight away. Billing is prorated so you only pay for the days remaining in your current billing period.

Your account ID is the slug in your RotaEasy URL — the part after /t/ when you're logged in (e.g. /t/chemistcare-pharmacy means your ID is "chemistcare-pharmacy"). If you've forgotten it, email hello@rotaeasy.co.uk from the email you signed up with and we'll confirm it for you. You can also try the name you used at signup, lowercased with hyphens instead of spaces.

Go to your billing page at rotaeasy.co.uk/billing?slug=your-pharmacy-id — replace "your-pharmacy-id" with your account ID. You'll be able to add, update, or replace your card securely through Stripe. If you have trouble finding this page, email hello@rotaeasy.co.uk and we'll send you a direct link.

Click "App Settings" in the left sidebar → scroll to Notifications section → click "Enable notifications". If notifications stop working, click "Repair Notifications" in the same section — this resets the push subscription. On iPhone: iOS Settings → RotaEasy → Notifications must also be turned on. Staff allow notifications the first time they open their clock-in app on their phone.

Click "Backup & Export" in the left sidebar → click Export. All your data (staff, rota, timesheets, holidays, sickness, compliance logs, SOPs, locum records) downloads as a JSON file. Run this periodically and keep a local copy. Your data is also automatically backed up on Supabase Pro infrastructure.

Click "Margin Analysis" in the left sidebar (Professional plan and above). Upload your prescription item report and purchase invoice data — RotaEasy maps them to calculate your net dispensing margin per line. Service fee income from Pharmacy First, vaccinations, and enhanced services is tracked alongside dispensing margin. Gives you a full picture of pharmacy revenue vs cost.