A confident start for your team.

01 / ROTAPILOT

Set up your workspace

1. Open the app as the owner

   In your store’s Shopify Admin, open Apps → RotaPilot. Review your access in Settings and follow the Shopify plan link if a subscription is needed. Check Shopify’s price and trial before approving.

2. Add your location

   Open Settings → Locations. Name the workplace and select its actual timezone before saving. The suggested shop timezone may not be the timezone where staff work. Existing shifts do not move when the shop timezone changes.

3. Add and invite your staff

   Open Team, add each person with their own email address and location, then send a sign-in invitation. Adding a staff record alone does not give that person portal access.

4. Help staff sign in

   Employees accept their personal invitation and set their own password. They then use the staff sign-in page. They do not need a Shopify account. If they belong to more than one workplace, they choose it after signing in.

02 / ROTAPILOT

Plan and share your first week

1. Create draft shifts

   Open Schedule, choose the location and week, and add shifts for the right people. Check start and finish times and any overlap or leave warnings. Drafts are not a published rota.

2. Review, then publish

   Check the week before publishing. Staff can see and acknowledge the published version in their portal. Copy-week creates new drafts without overwriting existing shifts; review the copied dates before publishing again.

3. Choose whether to send schedule emails

   The owner controls schedule emails in Settings. Enable them deliberately and check delivery status. The portal remains the place to check current shifts; an email accepted by a mail server is not proof it reached an inbox.

03 / ROTAPILOT

Clocking and requests

1. Record the working day

   Signed-in staff use their portal to clock in, start and end breaks, and clock out. Internet access is required. Browser clocking identifies the account; it does not prove physical presence.

2. Review time off and swaps

   Staff request time off or unavailable periods in their portal. Managers review them in Requests & approvals. Both people must agree to a shift swap before a manager approves it; conflicting shifts or approved leave can block the change.

3. Correct a missed punch through review

   Staff can request an attendance correction. The owner reviews it in Requests & approvals. Original punches stay in the audit history; staff do not silently overwrite attendance.

04 / ROTAPILOT

Review and export hours

1. Choose a completed period

   Open Timesheets. Use a date shortcut or select a completed period of no more than 32 days. Check the staff, location and displayed dates before previewing.

2. Resolve issues before approval

   Review recorded hours, breaks and missing punches. Complete any required corrections first. The owner approves the exact preview, then exports the CSV.

05 / ROTAPILOT

Manage access and your plan

To add a manager, have the existing Shopify staff member open RotaPilot, then use the owner’s manager-approval controls. Managers have workspace-wide scheduling and review access. The owner keeps team administration, notification settings and final timesheet and correction approval.

Starter covers 15 unarchived staff and one active location. Revoking sign-in does not free a staff place; archiving does, while retaining historical records. Review access when someone leaves.

Use Shopify to manage the subscription. If verified paid access ends, new scheduling, team/location creation and clock-ins stop. Existing clock sessions can finish; records, recovery/corrections and timesheet export remain accessible.