# TeamZap > TeamZap is rota, clock-in and staff-records software for shift teams in the UK and Ireland, built in Edinburgh. It brings rotas that warn you as you build them, NFC tap-to-clock, leave, team messages, staff records with e-signatures, expenses and payroll-ready reports into one system, with a free app for employees. TeamZap is free for early customers during our introductory period, with everything included and no payment card required. ## Company - TeamZap is a trading name of iHybrid Ltd. - Based in Edinburgh, United Kingdom. Contact: info@TeamZap.ai or https://www.teamzap.ai/contact - For shift-based businesses in the UK and Ireland: hospitality, care, cleaning, retail and similar teams. ## 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. ## 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. - Scheduling: 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. - Scheduling: 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. - Scheduling: Every shift has a role, so the rota shows who is on which job. - Scheduling: 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. - Attendance: 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. - Attendance: 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. - Leave: Working Time Regulations checks, Bradford Factor absence scoring and public holiday calendars. - Leave: 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. - Leave: 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 today - 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. ## Main pages - What is TeamZap: https://www.teamzap.ai/ · https://www.teamzap.ai/about - Product overview: https://www.teamzap.ai/product - How TeamZap uses AI: https://www.teamzap.ai/ai - Pricing: https://www.teamzap.ai/pricing - Features: https://www.teamzap.ai/features/scheduling · https://www.teamzap.ai/features/ai-scheduling · https://www.teamzap.ai/features/time-and-attendance · https://www.teamzap.ai/features/leave-management · https://www.teamzap.ai/features/team-messaging · https://www.teamzap.ai/features/hr-documents · https://www.teamzap.ai/features/expenses · https://www.teamzap.ai/features/reports · https://www.teamzap.ai/features/multi-location · https://www.teamzap.ai/features/employee-app - Industries: https://www.teamzap.ai/solutions - Integrations: https://www.teamzap.ai/integrations - Security: https://www.teamzap.ai/security - Free tools, no signup: https://www.teamzap.ai/tools - Glossary of UK shift-work terms: https://www.teamzap.ai/glossary - Blog: https://www.teamzap.ai/blog · https://www.teamzap.ai/rss.xml - Legal: https://www.teamzap.ai/legal/privacy · https://www.teamzap.ai/legal/terms This file is generated from the TeamZap fact sheet, the same source the website copy follows. 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