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Facts

TeamZap facts

TeamZap facts in one place. TeamZap is staff scheduling and time and attendance software for shift-based businesses in the UK and Ireland, made by iHybrid Ltd in Edinburgh. Below is what it does today, what it does not do yet, and the offer. Every line matches the live product.

What TeamZap does

Scheduling

  • Weekly rotas per location, built from templates or by copying last week. Publishing notifies staff, and later changes notify only the people affected.
  • As you add a shift, TeamZap warns about double-booking, approved leave, less than 11 hours’ rest, more than 48 hours in a week, and a shift given to someone without the skills for it.
  • Staff swap shifts with each other, and a manager approves the swap. Open shifts: a manager posts the shift, staff see it in the app and claim it, and the manager approves the claim.
  • Every shift has a role, so the rota shows who is on which job.
  • A heatmap on the rota page shows when your team has actually been working, from the last 12 weeks of clock-ins.

Attendance

  • NFC tap to clock: staff tap their phone on a passive disc where they arrive and confirm with one button. The tap records the site and the location.
  • Clock in and out in the mobile app, with breaks. The location is recorded and shown in the Geofence report. It never blocks a clock-in.
  • Clock-ins become timesheets matched to shifts, with no-show alerts. Approved timesheets feed a payroll-ready CSV export.

Leave

  • Staff request leave from their phone and a manager approves it. Balances, entitlements and carry-forward are kept, and approved leave blocks that person on the rota.
  • Working Time Regulations checks, Bradford Factor absence scoring and public holiday calendars.
  • For businesses in Ireland, annual leave is worked out with the Irish statutory methods, and the employee’s screen shows the four weeks as a maximum until it is earned. Irish public holidays are in the holiday calendar.
  • Staff record their weekly availability in the app.

Communication

  • Team chat, one to one and in groups, on web and mobile. Notices to the whole company or one location, with per-person read and acknowledgement tracking, so you can see who hasn’t read it.

People records

  • Staff documents stored by category, with versions and expiry alerts. Contracts and policies generated from templates and signed electronically in TeamZap. Onboarding checklists, and training records: courses, sessions, certificates and qualifications.

Expenses

  • Staff submit expense claims with a photo of the receipt, and mileage is paid at HMRC’s approved rates. A manager approves each claim.

Reports

  • Labour cost, attendance, leave and headcount reports, split by location and role, with CSV export and scheduled delivery by email. An audit log of key actions for admins.

Locations

  • Run several locations in one account, with departments to group roles and reports by location.

Employee app

  • A free employee app on the App Store and Google Play: shifts, clock-in, swaps, open shifts, leave, messages and notices. Staff sign in and set a PIN. Staff can also see their shifts and leave in a web portal.

Security

  • All traffic is encrypted with HTTPS. Role-based permissions for admins, managers and employees; employees see only their own records. Optional two-factor authentication, Google and Apple sign-in, and GDPR tools to export the data held about one person, handle erasure requests and keep consent records. Runs on Amazon Web Services.

Integrations

  • Works with Grafterr POS. Payroll software connections, Xero, Google and Outlook calendars, Slack, Microsoft Teams, WhatsApp, webhooks and a public API are coming soon.

What TeamZap does not do yet

People ask about these. TeamZap does not do them today, and we would rather say so.

  • AI rota suggestions. The ranked suggestions are built, but the screen is switched off for customers, so nobody can use them yet.
  • A shared kiosk or tablet clock-in with PINs.
  • QR code scanning as a separate clock-in method.
  • Forecasting demand from sales, covers or footfall. The heatmap shows past clock-ins only.
  • Earning or spending TOIL (time off in lieu) in the app.
  • Reading receipts automatically (receipt OCR). Receipt photos are stored with the claim.
  • WhatsApp delivery of rotas or alerts.
  • Filing payroll to HMRC. TeamZap prepares payroll-ready exports for your payroll software.
  • Security certifications such as ISO 27001, SOC 2 or Cyber Essentials.
  • Separate rotas, managers or cost splits per department. A rota is per location per week.
  • Rules that make sure a keyholder or a mix of roles is on every shift.
  • Showing or checking staff availability on the rota while you plan.
  • One employee working across several locations from the rota screen.
  • Reminders to people who haven’t read a notice. You can see who hasn’t.
  • Making two-factor authentication compulsory for staff.
  • Biometric sign-in.
  • Exporting the whole business’s data in one go. Reports export to CSV; GDPR exports cover one person.
  • Custom mileage rates or multi-step expense approval.
  • Limiting managers to their own locations.

The offer

TeamZap is free for early customers during our introductory period, with everything included and no payment card required. If we introduce pricing, we'll tell you well in advance.

Who makes TeamZap

How this page is kept

Every statement here traces to a capability somebody has opened on the live product, not to a roadmap or a release note. The page is regenerated whenever that list changes, and the same data produces /llms.txt, so what a person reads and what a machine reads cannot drift apart.

Which TeamZap is this?

TeamZap, the rota and clock-in app for shift teams in the UK and Ireland, made by iHybrid Ltd in Edinburgh. It is not connected to other companies or teams with the same name.

This page and /llms.txt come from one file in our codebase, so they say the same thing.

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