Staff rota, timesheet and clock-in app for trade teams
Plan who works when, tell them in one press, and let the clock do the timesheet. At the end of the week the hours, overtime and expenses are already added up for pay.
Build the rota as a draft, then publish it
The Staff Rota shows one week at a time with a row for each person. Drag people onto days, set times and put them in a team by colour. Nothing you do is visible to staff until you press Publish rota. At that point each person gets one message listing their shifts, not one per change. After that, a change to a published shift tells the person straight away. Staff who work the same days every week can be given regular working days and appear on the rota without being added.
- Draft changes stay private until you publish
- Teams by colour that match the day's jobs
- Regular working days filled in four weeks ahead
- Leave and bank holidays shown on the same grid
My Rota on every phone
Each person opens My Rota to see their own days as a day, week, month or list. Working days, approved leave and bank holidays are colour coded. Tapping a day shows the times, the team and the jobs that team is on, which links through to dispatch. Staff can also say which days they are available for the week ahead, and you can set a deadline that nudges anyone who has not answered.
Clock in and out, only when rostered
Staff clock in and out from My Time with one button. Someone can only clock in on a day they are on the published rota, which stops surprise timesheets. Before clocking out, Hubber checks for loose ends such as a van that has not been signed back in or a job sign-off left open, and asks them to finish first. Managers see who is in right now, can correct an entry with a reason, and get the week's hours per person without a paper sheet.
Leave requests and a holiday allowance that adds up
Staff request leave from their phone and a manager approves or declines, with the remaining allowance shown before deciding. Holiday is worked out from real days: each person's working pattern, your holiday year, bank holidays, company closure days and any carry-over. Part-time staff and mid-year starters are handled by the same rules. Self-employed workers do not accrue annual leave. A leave calendar shows who is off, so you spot a clash before approving it.
Expenses with a photo of the receipt
A crew member photographs the receipt, picks a category, enters the amount and can link the claim to the job they are on. A manager approves or rejects it with a note, and the person is told. Approved claims flow into accounting as a cost and, when linked to a job, into that job's costing. Self-employed workers see approved expenses added to their pay statement, so nobody is left out of pocket for a parking ticket.
Review the week's pay from real hours
Staff Pay lists everyone for the week with days worked, day pay, overtime hours, overtime pay and a total. Overtime recorded at job sign-off takes priority over the clock for that day. Late starts and early finishes show as deductions that a manager can waive. A list of things to fix, such as a missing clock-out, sits above the table. Creating a pay run produces a statement for each person. Self-employed workers can get a self-billing invoice for each statement, and a weekly pay summary can be emailed to whoever oversees pay.
Questions about rota, time and pay
Is this payroll software?
No. Hubber works out what each person is owed for the week from the rota, the clock and job sign-off. It does not calculate tax or National Insurance and it does not file with HMRC. Give the figures to your payroll provider for employed staff.
Can staff clock in if they are not on the rota?
No. A person can clock themselves in only on a day they have a published shift or have been named on an office day. A manager can add or correct an entry when plans change.
Do staff need to install an app?
Hubber runs in the phone's browser and can be added to the home screen like an app. Once it is installed, staff can turn on push notifications for rota changes and messages.
How is overtime worked out?
Overtime entered at job sign-off is paid as entered for that day. Otherwise time on the clock beyond the person's day is rounded to the nearest 15 minutes and paid at their overtime rate. A manager can add or adjust overtime in the pay review.
What is a self-billing invoice?
For a self-employed worker who has signed a self-billing agreement, Hubber produces the invoice for their work on their behalf, numbered and marked as self-billed, from the approved pay statement. VAT is added when the worker is VAT registered.
Can I see who is on holiday before I plan the week?
Yes. Approved leave appears on the Staff Rota and the leave calendar, and that person cannot be dropped onto a shift by mistake without you seeing the clash.
Works with the rest of Hubber
Often used by: Removals Cleaning Landscaping and gardening House clearance
- Scheduling and dispatchPlan the week, build crews and give each team its day.
- Team and HRStaff records, training, contracts and onboarding in one place.
- AccountingProfit and loss, costs, VAT and a cash ledger without a spreadsheet.
- Crew app and job sign-offCrews follow the checklist, take photos and get the customer's signature.
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