How WagePilot
works, in depth

Geofenced clock-in

How staff clock in from their own phone with a one-off GPS check, why it stops buddy-punching, and the truth about what is and is not tracked.

Clock-in rules

Choose which clock-in methods your team can use — GPS, QR or manual — and control who can see pay rates.

QR clock-in & till posters

Print a QR poster for the till so staff can clock in and out with a scan — the dependable fallback when GPS is weak.

Kiosk mode

Turn a shared tablet into a big-type clock-in appliance: tap your name, optional PIN and photo, with a manager exit code to keep staff out of the rest of the app.

Locations & geofences

Add a site, drop a map pin, set the geofence radius staff must be inside to clock in, and set per-site coverage targets and labour budgets.

Rota builder

Build the week on a drag-and-drop grid, copy last week, get conflict and holiday-clash warnings, then publish so staff see their shifts instantly.

Shift swaps & cover

Let staff give away or claim shifts and request swaps, with you keeping final approval — so cover stops living in a group chat.

Live board

The owner's control-tower: who is clocked in across every site right now, what each person is earning, and your live labour-cost burn rate.

Today & cost

A single screen for today's shape: who is scheduled, who is in, hours and projected labour cost against your budget.

People & profiles

Add staff, set roles, sites, pay rates and PINs, drill into one person’s shifts, hours and holiday, and archive leavers without losing their history.

Pay & overtime

The org → location → person pay-policy cascade, how daily and weekly overtime are calculated, and paid vs unpaid breaks.

Holiday & accrual

Automatic UK holiday accrual including the 12.07% rule for irregular-hours staff, bank holidays and pro-rata, plus a one-inbox approval flow with clash warnings.

Audited timesheets

Review, flag and approve each week, with a tamper-evident edit history — every change carries a reason and is visible to staff — built for UK NMW and Working Time record-keeping.

Reports & analytics

Labour cost over time, broken down by site, role and person, with period comparisons and CSV export — the numbers behind the live board, kept.

Payroll export & integrations

Export approved hours as a CSV that drops into Xero, Sage, BrightPay or QuickBooks — WagePilot hands clean hours and never runs the pay run itself.

Tips & tronc

Pool tips and share them out fairly by hours or a custom split, with a clear record for staff and for your payroll.

Branding & white-label

Put your logo, colours, fonts and corner style on the employee app and kiosk, with a live preview — and on Scale, fully white-label it.

Feature modules

Switch features like the live board, tips, messaging and payroll export on or off so the app shows only what your business uses.

Messages

Send announcements and messages to your team inside the app, so the important stuff isn’t lost in a group chat.

Settings

Your business details, the basics every other screen builds on, and where modules and data controls live.

Plans & free trial

The four plans, the "flat per site, staff always free" model, the 14-day card-up-front trial and what each plan unlocks.

Billing & payments

How the trial card gate works, how your bill changes when you add a site or staff, switching plans and cycles, and managing your card — all via Stripe.

Data, privacy & GDPR

What WagePilot collects (and what it deliberately doesn’t), how to export or erase data, retention, and how it’s built for UK GDPR.

Security

Encryption, secure billing through Stripe, role-based access, the kiosk lock, and the auditable history behind every change.