Staff rota for barbershops with RotaCloud

A barbershop needs cover on Saturdays and after school, and an apprentice at college one day a week; changes get agreed by text and forgotten. If sorting that takes 30 minutes a week, that's about 2.2 hours a month (30 x 4.3 / 60).

RotaCloud is rota software with, according to its site, a mobile app, shift swapping, staff availability and holiday management. Put the apprentice's college day in as unavailable, ask each barber to set their availability and request holiday in the app, then publish the week. Pricing is by team size including you: the 1 to 5 band is Standard £10 a month or Pro £15 when checked. This is for employees and workers; self-employed chair renters set their own hours, so leave them off the rota unless your agreement says otherwise.

A four-person barbershop in Swansea, the owner, two barbers and an apprentice who is at college on Wednesdays, covers late opening on Thursdays and a busy Saturday.

About 1.4 hours a month saved (86 minutes), worth around £36 if your time is worth £25 an hour. RotaCloud Standard is £10 a month for 1 to 5 people, so the net is about £26. Optional SMS notifications are £2 on the page, with no unit given.

1. 1Start the free trial and add the four of you with contracted days.
2. 2Mark the apprentice's college day as unavailable and ask the barbers to add their availability.
3. 3Build the Thursday late and Saturday cover first, then fill the rest of the week.
4. 4Publish the rota so everyone sees it on their phone, and ask people to request swaps in the app.
5. 5Check what holiday requests are pending each Monday.

• Pricing includes you. A sixth person moves you into a more expensive band.
• A rota isn't a contract. Hours for an apprentice or anyone under 18 have legal limits you must still check.
• Self-employed chair renters are not on your rota unless you agree it with them.
• SMS reminders are an extra with unclear units; start with app notifications.