Welcome to Rota & Time Clock!

If you're moving across from Timetastic's Leave and Absence service, we'll bring over the key information you need to get started. This guide explains what gets transferred, what you'll need to set up and some of the additional features you'll have access to.

All active employees in your account will be automatically added to Rota & Time Clock.

Archived employees are not transferred, so we recommend downloading a full backup report before moving across. This ensures you retain access to any historical records for archived users if needed.

Your departments will be transferred and created as Positions in Rota & Time Clock.

You can edit these positions at any time after the transfer.

Your leave types will be transferred automatically.

Any leave types that don't deduct from an employee's allowance will be recreated individually in Rota & Time Clock.

Leave types that do deduct from an employee's annual allowance will be combined into a single leave type called Annual entitlement.

We'll also create:

Once you're up and running, you can edit existing leave types or create additional ones to suit your organisation.

One advantage of Rota & Time Clock is that each leave type can have its own allowance, known as a time bank.

For example, you can track annual leave, TOIL, sickness or any other leave type separately and customise allowances for individual employees.

See our guides on:

Your employees' annual leave allowances will be transferred into their time banks.

In Rota & Time Clock, time banks give you a clearer picture of what employees have available now and what has already been planned for the future.

The total amount of leave currently held in the employee's bank.

Leave that has been approved for future dates but has not yet been taken.

The amount of leave still available to book after approved future leave has been taken into account.

Available balance = Current balance − Approved leave

Note: Pending leave requests do not affect balances until they have been approved.

If you currently use the accrual system, you'll be pleased to know that Rota & Time Clock also supports accrual-based leave allowances.

You can configure leave to accrue automatically throughout the year, either as a fixed amount per pay period or as a percentage of hours worked, depending on how your organisation manages leave.

All leave bookings within your current leave year will be transferred to Rota & Time Clock.

For leave requests:

Pending requests do not reduce an employee's available balance until they are approved.

Rota & Time Clock uses employee availability to help with scheduling.

Employees can submit their own availability and administrators can also set availability on their behalf.

The existing working schedules are not transferred automatically, so you'll need to set your employee's availability after moving across.

Here's our help guide on this: Setting your employee's availability

Employees that are archived in Rota & Time Clock are not included in your monthly subscription, making it easy to manage leavers, seasonal staff and long-term absences without paying for inactive accounts.

Archived profiles can't be deleted immediately, so you'll always have access to their historical data if you need it.

Administrators can choose how long archived data is kept by going to Settings > Data and security and setting a retention period. Once that period expires, the archived data is automatically and permanently deleted.

Alongside leave management, Rota & Time Clock includes a range of additional workforce management tools, including:

To see our comparison table with the full feature list, login to your Timetastic account, head to Settings > Plans & billing. Under Rota & Time Clock, click 'Compare plans'.

While Rota & Time Clock includes many additional workforce management features, there are a number of features that are not currently available:

We're continually developing Rota & Time Clock and adding new functionality over time. If you need help getting set up after your transfer, our support team is always happy to help.

If you're totally new to Timetastic, you can find out more here.