Right, let’s be honest – managing staff rotas in a pub can be an absolute nightmare. Between split shifts, last-minute call-ins, and trying to balance experienced staff with newer team members across busy periods, it’s enough to drive any landlord to distraction. The good news? There’s proper software out there that can sort this mess for you.
What Makes Good Pub Rota Software?
Before diving into specific platforms, you need to know what actually matters for pub operations. The best rota software should handle the unique challenges of running a boozer – think split shifts, varying busy periods, and the need to balance front of house management with kitchen staff.
Running this problem at your pub?
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Get Pub Command Centre — £97 →No monthly fees. 30-day money-back guarantee. Built by a working pub landlord.
Look for software that lets you:
- Create rotas weeks in advance
- Handle shift swaps and cover requests
- Track labour costs against revenue
- Send automatic notifications to staff
- Manage different roles and skill levels
- Work on mobile devices
Top Staff Rota Software Options for Pubs
Deputy is popular with many pub chains. It’s comprehensive, handles payroll integration, and works well for larger operations. The downside? It can be pricey for smaller independents, and sometimes feels overcomplicated for straightforward pub rotas.
When I Work offers decent scheduling features and good mobile apps. Staff can easily request time off and swap shifts. However, it’s designed more for retail than hospitality, so some pub-specific features are missing.
Rotageek uses AI to optimise schedules based on predicted demand. Clever stuff, but the learning curve can be steep, and smaller pubs might not need such sophisticated forecasting.
Planday (now part of Microsoft) provides solid rota management with payroll integration. It’s user-friendly, though some landlords find the pricing structure confusing.
For those wanting a comprehensive approach, pub management tools that include rota features alongside other operational systems can provide better value.
Free and Budget-Friendly Options
Not every pub needs expensive software. Google Sheets or Excel can work for smaller teams, though they lack automation and mobile convenience.
Some pub management platforms offer rota features as part of broader, free solutions. For instance, SmartPubTools provides a free front of house app that includes basic scheduling alongside other essential pub management features – perfect for independents watching their pennies.
The key is matching the software to your pub’s size, complexity, and budget. A busy city centre gastropub needs different tools than a quiet village local.
Ready to streamline your pub operations beyond just rotas? Discover how SmartPubTools can help you manage everything from staff scheduling to inventory – completely free for UK pub landlords.
Free Tool for UK Pub Landlords
Used daily at Teal Farm Pub, Washington NE38
The Pub Command Centre handles everything in this article — without a spreadsheet.
Wet GP%, dry GP%, labour costs, beer line cleaning logs (12 lines), HACCP temperature checks, stock ordering, weekly P&L. All in one system. Used every shift at Teal Farm where labour runs at 15.1% against a UK pub average of 25-30%.
On a pub taking £900k a year, running labour at 15% instead of 25% is worth roughly £90,000. That is what tracking it daily — every shift, every week — actually looks like.
£97 once. No subscription. No monthly fee. Works on any phone, tablet or laptop. Setup under 10 minutes. Built and used by a Marston’s CRP licensee with a 5-star EHO rating and 180 covers.
See the Pub Command Centre — £97 →
One-off payment. Works on any device. Used by a working licensee, not a software company that’s never pulled a pint.
SmartPubTools FOH App — Free, Forever
Built by a real pub landlord from the North East. Staff gamification, shift tracking, leaderboards and rota tools — free, no subscription, no credit card needed.
📊 Your EPOS tells you what sold. Pub Command Centre tells you whether you made money.
Real-time labour %, cash position and VAT liability in one dashboard. Built by a working pub landlord. £97 once, no monthly fees. 30-day money-back guarantee.
Takes 2 minutes · Free forever · Made for UK pubs
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Running your pub on gut feel?
The Pub Command Centre gives you wet GP%, cellar checks, staff cost and weekly P&L — from your phone, every shift. £97 once. No subscription.
See the Pub Command Centre →