Build Rotas.
Staff Know.
Everyone's Happy.
Drag-and-drop scheduling, shift templates and conflict detection — plus a free iPhone and Android app where your team sees shifts, swaps them, books time off and clocks in.
No credit card required. No contracts. Cancel anytime.
Your Rota, One Screen
Managers build the rota. Staff see it instantly. Two views of the same week — always in sync.
Same week. Two perspectives. Managers schedule, staff stay informed.
Everything Your Rota
System Needs
Teams, roles, shift templates, conflict detection, leave management, and a staff portal. All built in.
Teams & Roles
Organise staff into teams like Front of House and Kitchen. Assign roles with hourly rates. See everyone in one place.
Drag & Drop Scheduling
Create shifts by dragging on the timeline. Resize to adjust times. Move between staff rows to reassign instantly.
Shift Templates
Build reusable weekly templates. Apply them to any week with one click. Auto-assignment fills shifts based on availability and fairness.
Conflict Detection
Overlapping shifts, approved leave, and unavailability are flagged automatically. Fix issues before you publish.
Publish & Notify
Publish the week when it's ready. Every assigned staff member gets an email with their shifts. Changes after publishing trigger update notifications.
Leave & Availability
Staff request time off. You approve or reject with shift coverage options. Availability blocks show on the scheduler as background overlays.
Three Steps. That's It.
Set Up Your Teams
Create teams, roles, and add your staff. Set contracted hours, max hours, and weekly availability. Two minutes per person.
Build The Rota
Drag shifts onto the timeline or apply a template. The scheduler auto-assigns staff based on availability, fairness, and max hours.
Publish & Relax
Hit publish. Staff get notified by email. They see their shifts, request time off, swap shifts, and claim open shifts from their phone.
A Full Week of Shifts.
In Seconds.
Build a template once with your standard shift patterns. Click “Apply Template” and the system generates a full week of draft shifts — with staff automatically assigned based on availability, fairness, and hours.
One Click. Entire Week Filled.
22 shifts across 5 staff members, with hours, costs, and open shifts — all generated from a single template.
Your Scheduling Command Centre
Build your rota, manage teams, track leave, and create reusable templates — all from one place.
Organise Your People
Create teams like Front of House, Kitchen, and Events. Define roles with hourly rates. Control staff portal permissions — who can see the full rota, claim open shifts, or propose swaps.
Know Your Team
Add staff with employment type, contracted hours, max hours, and weekly availability windows. Invite them to the staff portal with one click.
Handle Time Off
Without the Chaos
Staff request leave from their portal. You approve or reject with shift coverage options — reassign to another team member or convert to an open shift.
Build Once,
Apply Every Week
Create named weekly templates with shift slots for each day. Apply to any week and the system auto-assigns staff based on availability, team match, fairness, and max hours.
An App Your Staff
Will Actually Use
BookingNinja Rota is a free native app for iPhone and Android. Your team sees their shifts, swaps them, books time off and clocks in from their own phone.
Home
Clock in, see the next shift, and track hours against contract.
My Schedule
Week view with shift cards. Acknowledge shifts or flag a concern.
Time Off
Request leave, see the holiday balance, and track the decision.
Notifications
New rotas, shift changes and decisions, pushed as they happen.
Push Notifications
A new rota, a changed or cancelled shift, a trade decision, an approved leave request — pushed to their phone as it happens, with a reminder before the next shift.
Clock In & Out
Start and end shifts and punch breaks from the app. The server stamps every punch, so a phone running fast can never pad the hours.
Swaps & Open Shifts
Offer a shift out, ask for a straight swap, or claim one nobody is covering. You approve before anything moves.
Face ID & Passcode Lock
Staff can lock the app behind Face ID, a fingerprint or their device passcode — useful on a shared phone.
The app is invite-only: you invite your team by email from the rota admin, so nobody can create their own account. Staff who would rather not install anything can still use the browser portal below — it does the same job.
The Same Rota,
In Any Browser
Prefer not to install an app? Every staff member also gets a store-branded browser portal with the same shifts, swaps, time off and open shift claims.
Dashboard
Upcoming shifts, stats, and quick access to everything.
My Schedule
Week view with shift cards. Propose swaps on future shifts.
Time Off
Request leave, track status, and view history.
Shift Trades
Propose swaps with colleagues. Track pending and accepted trades.
The Team Rota view — every staff member's shifts for the week, at a glance.
Shift Trades
Staff propose swaps with colleagues. Both parties agree, then you approve. Everyone gets notified.
Open Shift Claims
Unassigned shifts are visible to the team. Staff claim them, you approve. No more WhatsApp groups.
Time Off Requests
Staff submit leave from their phone. You approve with shift coverage actions — reassign or open the shift.
Smart Notifications
Published shifts, changes, cancellations, leave decisions, and trade updates — pushed to the app, and delivered by email and optional SMS.
Works For Every Venue
Restaurants
Schedule front of house, kitchen, and events teams. Auto-assign shifts based on availability and contracted hours.
Cafes & Coffee Shops
Simple rotas for small teams. Staff see their shifts on their phone and swap when plans change.
Bars & Nightlife
Late shifts, split hours, weekend-heavy patterns. Templates make weekly scheduling effortless.
Hotels & Venues
Multiple teams across departments. Each with their own roles, rates, and availability windows.
Every Feature, At a Glance
Everything included with the BookingNinja rota system. No add-ons, no hidden extras.
Scheduling
Teams & Staff
Templates & Auto-Assignment
Staff App & Portal
Notifications
Included. No Extra Cost.
Staff scheduling is included on every BookingNinja plan. No upgrade required.
No extra charges for rota scheduling
No credit card required. No contracts.
More Ways to Run Your Venue
Every BookingNinja plan bundles these tools in. Take a look at what else you get.
WebsiteNinja
A full website builder with free design and setup.
Learn moreMemberships
Recurring subscriptions, member perks, and automated billing.
Learn moreMember Events
Let members host and fill their own events at your venue.
Learn morePre-orders
Guests choose food and drink before they arrive.
Learn moreOrder at Table
Scan-to-order from the table, straight to your kitchen.
Learn moreOnline Ordering
Delivery and collection orders from your own website.
Learn morePoint of Sale
A full till, kitchen display and cash-up, at no extra cost.
Learn moreFloor Plans
Draw your room, run service live, and let guests pick their table.
Learn moreWaivers
Waivers sent with every booking, signed per guest, chased automatically.
Learn moreGift Vouchers
Sell branded vouchers online, let groups chip in to one card, and manage every balance.
Learn moreAnalytics
Revenue, demand, attribution and forecasts. Zero spreadsheets.
Learn moreVenue Benchmarks
Free anonymous booking benchmarks across UK venues, refreshed nightly.
Learn moreDeposits & No-Shows
Deposits, prepayment or card capture, and charges for no-shows.
Learn moreSocial Graphics
Design posts and posters that auto-fill with your events.
Learn moreSoft Play
Age-band pricing, school-holiday sessions, and party payments.
Learn moreFree for Charities
Registered charities get the Gold plan free. Discounts for CICs.
Learn moreQuandoo Alternative
Quandoo is closing. Switch to direct bookings with hands-on migration.
Learn moreSee every feature
Browse the full BookingNinja feature list in one place.
All features
Ready to Stop Juggling
Spreadsheets?
Set up your first rota in under five minutes. Your staff will thank you. Your kitchen will run smoother. No credit card. No contracts.
Free up to 75 bookings/month. Upgrade anytime.