Staff scheduling
Build the week’s rota in minutes, not hours
Drag shifts into place, catch clashes before they happen, and publish — every employee sees their shifts on their phone the moment you hit the button.
Free for early customers — no credit card required.
Rotas eat your week
Most managers still plan shifts in a spreadsheet, photograph it for the group chat, then spend the rest of the week fielding “am I working Saturday?” messages and reshuffling around late availability changes. Every edit means re-sending, re-explaining and hoping everyone saw the latest version. TeamZap replaces all of that with one live rota that updates everywhere at once.
One live rota for every location
Plan the week on a clear grid, per location and department. Copy last week or start from a saved template, then adjust — TeamZap warns you before you double-book someone, schedule them over approved leave or break required rest gaps.
Templates and repeating patterns
Save your standard week once and reuse it. Recurring shift patterns fill themselves in.
Conflict warnings as you plan
Double bookings, approved leave, missing required documents and rest-period issues are flagged before you publish — not discovered on the day.
Publish once, everyone knows
Publishing notifies the whole team on their phones. Changes after publishing notify only the people affected.
Gaps fill themselves with open shifts and swaps
Someone dropped out? Post the shift as an open shift and let qualified employees claim it, or let staff arrange swaps between themselves — every swap still comes to you for approval, so the rota never changes behind your back.
Open shifts
Unassigned shifts go out to eligible employees. First suitable claim wins — no ring-around.
Shift swaps with approval
Employees propose swaps from their app. You approve or decline in one tap, and the rota updates itself.
Availability built in
Employees keep their weekly availability and one-off exceptions up to date, so you plan around real life instead of guessing.
Who it helps
For employees
Shifts, changes and swap requests live on their phone — and open shifts mean anyone wanting extra hours can claim them the moment they appear.
For managers
The weekly rota takes minutes instead of an evening. When someone calls in sick, one open shift replaces an hour of ringing round — the whole eligible team is notified at once and the first suitable claim wins.
For your business
Gaps get covered in minutes instead of staying open all day, rest-period and leave rules are respected automatically, and there’s a rota history you can always look back on.
How it works day to day
Set up your week
Copy last week, apply a template, or build from scratch on the rota grid.
Assign shifts
TeamZap shows availability and flags conflicts while you drag shifts into place.
Publish
One click notifies everyone. Late changes alert only the people affected.
Handle the week
Open shifts and approved swaps keep the rota accurate without rebuilding it.
Frequently asked questions
Can employees see the rota on their phones?
Yes. Every published shift appears in the TeamZap mobile app and employee portal, with a notification when the rota is published or their shifts change.
What happens when someone can’t make a shift?
They can request a swap with a colleague (which you approve), or you can post the shift as an open shift for eligible employees to claim.
Does TeamZap stop me scheduling someone who is on leave?
Yes — approved leave, double bookings and rest-period issues are flagged as you plan, before the rota is published.
Can I run different rotas for different locations?
Yes. Each location has its own rota, and multi-site managers can switch between locations from one account.
TeamZap is AI-powered workforce-management software from Edinburgh, UK — this page covers its staff scheduling capability for shift-based businesses. TeamZap is free for early customers during its introductory period.
Ready to run your team like clockwork?
TeamZap is free for early customers during our introductory period — with everything included and no payment card required.
Free while we build with early customers — join while the introductory period is open.