ROTA · CLOCK-IN · TIMESHEETS · HOLIDAY · TRAINING

Pub rota software with clock-in — and your bookings in the same place.

Build the week across bar and kitchen, publish it to everyone’s phone, and let staff clock in and out from their own handset. And because the diary lives in the same software, you can see what you’re staffing against.

Book a demo →Try the demo venue

Running The Spinners’ rota every week — bar, kitchen and all.

Try it yourself — no sign-up

Build a week’s rota in a working pub.

The Kings Arms is a full demo venue with a real team, a published rota, clock-ins and timesheets — log in as the owner and move some shifts about.

thekingsarms.pubsuite.app
login  manager@pub.local
pass   manager123

Open the demo →

WHY GENERIC ROTA APPS DON’T FIT

Most rota software was built for a warehouse.

Shift-planning tools tend to assume fixed shifts, one job role, and a manager who knows on Monday exactly what Saturday looks like. A pub is the opposite of all three.

Your team cover bar and kitchen and floor, sometimes in the same night. Half of them are students with availability that changes weekly. And how many you need on Saturday depends entirely on what’s in the diary — which lives in a different app, if it lives anywhere at all.

Which is why so many pubs are still on a spreadsheet, a printed sheet by the cellar door and a WhatsApp group full of “can anyone cover Friday?”

“Every rota app assumed I ran a warehouse. None of them knew what a Thursday quiz night does to your staffing.”

Jamie Evans, The Spinners, Darwen — who built PubSuite because nothing on the market fitted.

WHAT THE ROTA SIDE DOES

Build the week in minutes. Publish it once.

The week, on one screen

Drop shifts onto the days, across bar and kitchen, and publish the finished rota to the whole team at once — no printing, no re-sending version four.

Clock in from their own phone

Staff clock in and out on their handset, geofenced to the venue — so it happens at the pub, not on the bus. No terminal to buy, no fobs to lose.

Timesheets, ready for payroll

Payroll comes off what people actually worked, not what you meant to put them down for. Each week’s timesheet sits beside the rota, a forgotten clock-in is filled in right on the row, and once it’s approved the week exports as a spreadsheet for your payroll provider.

Departments & HR basics

Pay type, holiday allowance, contracts and notes, organised by department — instead of scattered across three folders and a filing cabinet.

The Staff Room

A noticeboard just for your team — pin up shift swaps and news, run side quests, and let them give each other a shout-out with stars. It beats a group chat nobody reads.

Bring your staff list over

Import the team from a spreadsheet on day one, so setting up doesn’t mean typing in twenty people by hand.

Holiday and sickness requests

Staff ask for time off from their phone; you approve it in one place, with that week’s rota a click away, and approved holiday comes off their allowance. No more requests on the back of a beer mat.

Training & right to work

Keep everyone’s certificates, courses and right-to-work checks in one place, each with its expiry date — and see what’s missing or running out before an inspection does.

THE BIT NOTHING ELSE DOES

Labour cost against what actually came through the till.

A rota app can tell you what the week’s shifts cost. It can’t tell you whether that was the right number, because it has no idea what you took.

PubSuite does, because the manager’s office is in the same system. Log the day’s takings and spend, and you get labour as a percentage of revenue in real time — not six weeks later when the accountant mentions it.

Add invoices with a photo on your phone and PubSuite reads the supplier, total and VAT off them, so margins and VAT stay current without waiting for month-end.

HOW IT COMPARES

Spreadsheet, rota app, or PubSuite.

Rota on staff phones

Spreadsheet

Rota-only app

Yes

PubSuite

Yes

Geofenced clock-in

Spreadsheet

Rota-only app

Often an add-on

PubSuite

Included

Table bookings included

Spreadsheet

Rota-only app

PubSuite

Yes

Labour cost vs takings

Spreadsheet

By hand

Rota-only app

No — no revenue data

PubSuite

Live

Priced by

Spreadsheet

Your Sunday evenings

Rota-only app

Usually per employee

PubSuite

£59.99/mo, whole pub

THE KINGS ARMS

Build a week’s rota in a working pub.

The Kings Arms is a full demo venue with a real team, a live rota and bookings in the diary. Log in as the owner and move some shifts about — details at the top of this page.

Open the demo →

COMMON QUESTIONS

Pub rotas and clock-in, answered.

How much does pub rota software cost with PubSuite?

£59.99 a month for the whole pub — not per employee. That covers the rota, clock-in, timesheets, holiday and training records, table bookings, stock and GP and the manager’s office. First 60 days free, no contract.

Do staff need to download an app?

No. It runs in the browser on their phone, at your own yourpub.pubsuite.app address. Nothing to install, nothing to keep updated, and it works on old handsets.

Can someone clock in before they’ve got to the pub?

Clock-in is geofenced to your venue, so it has to happen on site. If someone’s phone is playing up, a manager can adjust the entry — the change is recorded rather than silently overwritten.

Does it handle staff who work both bar and kitchen?

Yes — departments exist precisely because pub teams don’t stay in one lane. Someone can be rota’d on the bar Friday and in the kitchen Sunday without being two separate people in the system.

Is this full HR software?

It’s the HR a pub actually uses day to day — pay type, holiday allowance and requests, contracts, notes, training certificates, right-to-work checks and hours worked, per person and per department. It isn’t an enterprise HR platform with appraisal cycles and org charts, and it isn’t payroll software — but approved hours export as a spreadsheet, ready for whoever runs your payroll.

Can I use just the rota and ignore the bookings?

You can. Wet-led pubs often start with the rota and clock-in and only switch bookings on later for functions and the back room. It’s one price either way.

What else is in the box

One system, not four logins.

Table bookings on a real floor plan · GP, VAT and labour cost tracking · stock, recipe costing and allergens · email marketing to your regulars · automatic backups.

Book a demo →Try the demo venue

Or email hello@pubsuite.app

£59.99 a month · first 60 days free · no contract

PubSuite

A product of Darwen Pub Co Ltd (company no. 16420301)
253 Bolton Road, Darwen, England, BB3 2PG