Here are answers to some of the most common questions about Rota & Time Clock.
Subscription and billing
Can I try Rota & Time Clock for free?
Yes, you can start a free 30-day trial with no obligation or card details required.
Do I have a contract, or can I cancel at any time?
There are no long-term contracts. It's just a monthly subscription you can cancel anytime.
How long is the subscription?
There is no fixed subscription term, it's just month to month.
Will I receive a refund if I cancel?
No refunds are available, including pro-rata refunds against part months of use.
Are administrators counted as paid users?
Yes, any person with a profile in Rota & Time Clock counts as a paid user, regardless of their role or permissions.
What if someone doesn't appear on the rota?
They are still counted as a paid user if they have an active profile in the organisation.
Employee management
How should I manage seasonal employees?
We recommend archiving seasonal employees when they're not working and reactivating them when they return. This helps ensure you are only billed for active users.
What should I do if an employee is away from work long term?
If an employee will be absent for an extended period, you might prefer to archive their profile until they return. Please note that archived employees:
Cannot be scheduled
Cannot log in to Rota & Time Clock
Cannot use Messenger
Make sure you have another way to contact them if needed.
Can I permanently delete an employee profile?
Archived employee profiles cannot be permanently deleted immediately, as their data may still be needed for historical or compliance purposes.
Administrators can configure how long archived data is retained by going to:
Settings → Data and security
What happens to employee documents after archiving?
Documents remain available according to your organisation's archived data retention settings.
You can access them by going to HR → Employees → Archived and opening the employee's profile.
Rota management
Can I publish an entire year at once?
There isn't an option to publish a full year, however you can switch to Month view in the Rota and publish a full month at a time, making it much quicker to publish schedules further in advance.
We're closed on certain days. Can I remove those days from the rota?
Days can't be removed from the Rota, however administrators can choose which day of the week the rota starts on by going to Settings → Rota management.
Attendance and payroll
Why can't I see time bank balances after setting up a payroll integration?
Time bank balances become available after at least one payroll has been processed following the synchronisation setup.
Can I set a clocking radius smaller than 100 metres?
The minimum geofencing radius is 100 metres to account for variations in GPS accuracy across devices, Rota & Time Clock doesn't support a smaller radius than this.
General questions
Do employees have to pay for the mobile app?
No, the Rota & Time Clock mobile app is free to download and use.
If the App Store or Google Play asks for payment information, this is related to your app store account settings, not the Rota & Time Clock app itself.
Where can I find my payslips or tax documents?
Please contact your employer directly. They can confirm whether these documents are available through Rota & Time Clock and where to access them.
You can also contact your manager or HR team through Messenger.
What is the maximum file size I can upload?
Most areas of the platform: 20 MB
Employee Documents section: 400 MB
Can I use videos?
Yes.
On the web platform, videos up to 20 MB can be uploaded
On the mobile app, videos up to 20 MB can be added to shift comments and documents
Videos cannot currently be sent through Messenger
Which file formats are supported?
Audio and video
MP3, MP4, WAV, MOV, M4A, HEIC, 3GP, FLV, AVI, OGG, WEBM
Images
JPG, JPEG, PNG, GIF, BMP, TIF, TIFF, JFIF
Documents
XLS, XLSX, NUMBERS, ODS
PPT, PPTX, KEYNOTE, ODP
DOC, DOCX, ODT, PAGES
RTF, TXT
Does Rota & Time Clock track my location all the time?
No, location is only checked when you clock in or out using mobile clocking. Rota & Time Clock does not continuously track your location before or after you clock.
Is Rota & Time Clock compliant with privacy and security standards?
Yes. Rota & Time Clock follows recognised security standards including:
ISO/IEC 27001:2022
ISO/IEC 27017
ISO/IEC 27018
PCI DSS Level 1
CSA STAR Levels 1, 2 and 3
SOC 1, SOC 2 and SOC 3
What iOS version is required?
The employee app requires iOS 15.0 or later.
What Android version is required?
The employee app requires Android 10.0 or later.