Staff Scheduling Systems

No more WhatsApp chaos for rotas

Stop chasing 12 part-time staff across three different group chats just to fill a Saturday afternoon shift. Most retail managers we talk to spend about 4.57 hours every week just updating spreadsheets and re-sending photos of the paper rota. TTM Bot takes that mess and puts it into a central digital calendar. When you update a shift for Friday the 14th, the person involved gets a direct notification. No excuses about not seeing the message or the phone being on silent. It is simple tech that does the job so you can focus on the customers standing in front of you.

Handling the gaps before they happen

Our system flags when a staff member hasn't confirmed their Monday morning start by Sunday evening. If they don't click the confirmation link by 6:00 PM, the bot sends you a nudge. One small workshop in Cambridge using this saw their 'no-show' rate drop from 14% to just 3% over a 6-month period. You get a clear view of who is available and who is already at their 40-hour limit for the week. This isn't about fancy algorithms; it is about making sure you don't have three people standing around in a quiet shop while Monday morning is understaffed.

Heads-up: We usually find that the first 14 days of using the new system are the hardest because the team has to unlearn the old, messy habits. But once they see the calendar on their own phones, they rarely want to go back to paper.

Reminders that actually get read

Email rotas often end up in the spam folder or are simply ignored. TTM Bot uses direct SMS or simple web-app notifications that arrive 24 hours before a shift starts. For a local clinic we worked with in November 2023, this reduced last-minute phone calls by roughly 31%. The system also tracks holiday requests in the same place. If someone asks for June 12th off, the bot checks if two other people are already away before it even asks you for approval. It saves those 'let me check the book' conversations that take up half your morning.

Fast setup for busy managers

We don't do long-winded consultations that lead nowhere. Our team of 5 people in Cambridge gets your basic staff list and current rota into the system within 8 business days. You don't need a degree in IT to use it. If you can use a smartphone, you can manage this. We have set this up for 47 different sites across the UK since 2022, ranging from small cafes to mechanical workshops with 14 engineers. We keep the buttons big and the instructions short. Honestly, if a tool takes more than 15 minutes to learn, it is too complicated for a busy back-office.

Clear pricing with no hidden fees

We charge a flat setup fee of £340 and then a monthly subscription based on your team size. There are no 'per-user' surprises if you hire a seasonal temp for 3 weeks in December. Most businesses find the system pays for itself in about 11 weeks just by cutting down on admin errors and overtime claims. We are not the cheapest option on the market, but we are the ones who pick up the phone when you have a question on a Tuesday morning. Our current response time is about 3.2 hours during the working week.