The questions owners ask first

WagePilot is a flat £10 a month for a single site: unlimited staff, every feature included, clock-in and all. Adding people never costs more; the only thing that moves the price is opening another venue (£8 per extra site). One site with up to 10 staff is free forever (the Solo plan), multi-site groups use Growth, and 10+ sites use Scale. Every paid plan starts with a 14-day free trial and no card is needed to begin.

For a clocking-in team on one site, from about ten people up it usually is: those tools price per user (and several charge extra for the time clock or set a monthly minimum), so a team of ten commonly lands around £20–£40 a month and climbs with every hire, while WagePilot stays a flat £10 for unlimited staff. At the very smallest sizes it is a tie rather than a win: a few rivals are free for tiny teams, and so is WagePilot’s own Solo plan. One UK tool, Findmyshift, is also broadly flat, so against it we would point to UK-native holiday and overtime depth and cross-site analytics rather than price. Figures are indicative, as of June 2026; always check current pricing.

Yes. From the Growth plan up you can brand the employee app and the clock-in kiosk with your own logo, colours, fonts and corner style, with a live preview as you set it. On the Scale plan you can fully white-label: remove the WagePilot mark and the “Powered by WagePilot” credit so staff only ever see your business. Branding applies to the staff-facing app and kiosk; the admin tools stay the same.

No contract and no lock-in. WagePilot is month-to-month: start with a 14-day free trial (no card required), and cancel anytime from your account. Your exported timesheets remain yours.

No, and that is deliberate. WagePilot tracks time, attendance and live labour cost, then exports approved hours as a CSV to wherever you already run payroll (Xero, Sage, BrightPay and others). You keep your payroll setup; we just hand it clean, approved hours.

Small UK businesses with roughly 2 to 50 staff: cafés, pubs, restaurants, holiday lets, salons, retail and site teams. It is the sweet spot where per-person scheduling software gets expensive but a spreadsheet has stopped coping.

No, it is estimated gross, before tax and deductions. WagePilot shows what a shift is earning and what your floor is costing in real time; the exact net figure is calculated by your payroll software from the approved hours you export.

No. WagePilot checks location only at the moment someone clocks in or out, never continuously. If they are inside the site’s geofence the clock-in is confirmed; if not, there is a QR-code fallback by the till. Tying clock-in to being on-site is how it stops “buddy punching”. It is built for UK GDPR with data minimisation from day one.

Your data is stored securely with encryption in transit and at rest, hosted in the EU/UK region. You own your data: approved hours export to CSV at any time, and you can request export or deletion of your account data in line with UK GDPR. Billing is handled by Stripe; we never store full card details.

Yes. UK employers must keep records showing they pay at least the National Minimum/Living Wage, and since 1 April 2021 those records must be kept for six years (GOV.UK); you also need adequate records of hours under the Working Time Regulations. WagePilot’s audited, tamper-evident timesheets, with every edit logged with a reason and visible to staff, are built to give you exactly that paper trail, exportable whenever HMRC or an employee asks.

Most UK workers get 5.6 weeks of paid holiday a year (28 days for a five-day week, including bank holidays, per GOV.UK). Regular part-timers get it pro-rata, and for irregular-hours and part-year staff, holiday accrues at 12.07% of hours worked for leave years starting on or after 1 April 2024 (the 2024 Working Time Regulations reform). WagePilot tracks each person’s balance and accrual automatically, so you approve requests from an inbox with a clash warning instead of a spreadsheet.

Most owners are live the same afternoon. You drop a pin for each site, set the geofence radius, add your team and their rates, and publish a rota. There is no hardware to buy and no app-store download; WagePilot is a progressive web app, so staff just open it on their own phone and clock in.

Yes. You can add staff and their pay rates in a few minutes, and build your first week by copying a typical week as a template. There is nothing to migrate from a server (WagePilot runs in the browser) so most owners are up and running the same day they sign up.