How WagePilot
works, in depth

The staff app

The one screen your team taps every shift: install it, find your way around the tabs, slide to clock in and out, take a break, and watch your pay count up live.

Your rota

Read your own schedule week by week, confirm you’ve seen a shift, pick up open shifts going at your sites, and hand a shift you can’t work to the team.

Cover & swaps

The trading floor for shifts: pick up what’s going, accept a teammate’s cover or swap offer, and hand one of your own shifts to the team or to one person — with your manager keeping the final say.

Your availability

Tell your manager which days and times you can work each week, mark the days you’d prefer, and block the ones you can’t — so the rota is built around when you’re actually free.

Your earnings

Your pay history in your pocket: switch each figure between this or last week and month, see a shift-by-shift breakdown, download a statement as PDF or CSV, and flag anything that looks wrong.

Booking time off

See your holiday balance, book time off in a few taps with your balance checked live, and track and cancel requests — including hours-based and accruing allowances.

Your profile

Your details in one place: pay rate, contracted hours, sites and start date; change your password; jump to availability and cover; switch between workplaces; and download or request deletion of your data.

Notifications

Rota changes, shift reminders, holiday decisions, cover offers and messages — in one feed, with push alerts to your phone so nothing important gets missed.

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.

Clocking in from the app

The staff home screen: slide to clock in or out, take a break, pick your site, and watch your live earnings tick up.

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: sign-in flyers & scanning

Design and print a QR sign-in flyer for each site, then let staff clock in, out or on a break with a scan: the dependable route when GPS is weak, and still geofenced when the phone can give a position.

Kiosk mode

Turn a tablet you already own into a big-type clock-in appliance: tap your name, type a PIN, with a manager exit code and the tablet’s own lock keeping 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, working-time and holiday-clash warnings, set coverage targets and budgets, then publish so staff see their shifts instantly.

Shift swaps & cover

Approve or decline the open-shift claims, cover requests and swaps your team raises — with you keeping the final say, 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, overtime as it happens, late and no-show alerts, and your live labour-cost burn rate.

Today & cost

A single screen for today's shape: who is scheduled, who is in, projected labour cost, cost by site and person, and labour as a percentage of sales.

People & profiles

Add staff one at a time or by CSV, search and filter the directory, then drill into a profile to edit pay, roles, sites, kiosk PINs, documents and privacy — every button on the People screens explained.

Pay & overtime

The org → site → person pay-policy cascade, escalating daily and weekly overtime bands, bank-holiday premiums (× rate or +£/hr), paid vs unpaid breaks, and the recognised bank-holiday calendar.

Holiday & accrual

Fixed allowance vs 12.07% accrual, days or hours, pro-rata for part-timers, holiday-pay methods, opening-balance carry-in, and a one-inbox approval flow with clash warnings.

Audited timesheets

Review, edit, approve and export each week from one screen — with a tamper-evident edit history where every change carries a reason, built for UK NMW and Working Time record-keeping.

Payroll export & integrations

Preview a pay-ready batch of approved hours and download it as a CSV that drops into Xero, Sage, BrightPay or QuickBooks — WagePilot hands clean hours and never runs the pay run itself.

Holiday approvals & balances

The employer holiday inbox — approve or decline leave with a shift-clash warning, see who’s off across the next fortnight, and track everyone’s remaining balance from one screen.

Tips & tronc

Pool gratuities for a shift, day or week and share them out by hours worked or an even split — a penny-fair, transparent record for staff and for your payroll.

Reports & analytics

Labour cost, hours and overtime over any period — broken down by site, department and person, with period comparisons, CSV exports and a one-click compliance pack.

Branding & white-label

Put your logo, colours, fonts, theme 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 — and choose scheduled shifts or open clock-in — so the app shows only what your business uses.

Messages

Direct messages, group channels and org-wide announcements inside the app — with reactions, @mentions, edits, delivery ticks and search, so the important stuff isn’t lost in a personal group chat.

Settings

Your business details and new-employee defaults, the compliance gate, feature modules, and the data-protection controls — the screen everything else quietly depends on.

Plans & free tier

The four plans, the "flat per site, never per head" model, why Free is the trial, annual billing, and what each plan unlocks.

Billing & payments

Every control on the Billing page: your plan card, the price breakdown, the cycle toggle, upgrading, switching plans, downgrading to Free, the Stripe portal and dunning.

Data, privacy & GDPR

The owner’s data-protection console: export everything, action your team’s access and erasure requests, the statutory retention notice, and closing your account.

Your data (as an employee)

How staff download their own data and request deletion from the employee app — self-service export, the erasure request, and what’s kept by law.

Security

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

Get help & support tickets

How to reach the WagePilot team from inside the app: open a ticket, set priority, track its status, reply in the thread, and reopen a closed ticket.