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How WagePilot
works, in depth
Every feature explained — from your first geofenced clock-in to the payroll export at the end of the week.
27 guides · 8 topics
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Getting started
What WagePilot is
A plain-English tour of WagePilot: geofenced clock-in, rotas, holiday, audited timesheets and a live view of what your floor is costing — built for small UK businesses.
Read guideSet up in an afternoon
The five steps from a fresh account to staff clocking in: add a site and geofence, add people and pay rates, build the first rota and publish.
Read guideInviting your team
How invites work, what staff see when they redeem a code, and what to do if someone loses access — the secure, no-account-needed onboarding flow.
Read guideClocking in
Geofenced GPS, printed QR codes, the shared kiosk, and the rules you set.
5 guidesGeofenced 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.
Rotas & live floor
Build the week, handle swaps and cover, and watch the floor and its cost in real time.
4 guidesRota 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 & pay
Staff records, the pay-policy cascade, overtime, breaks and UK holiday.
3 guidesPeople & 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.
Timesheets & payroll
Audited approvals, labour-cost reports, and a clean CSV out to your payroll.
3 guidesAudited 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
Pool and share tips fairly, with a record everyone can trust.
1 guideBranding & settings
Make the app yours, switch features on and off, message the team and tune the basics.
4 guidesBranding & 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, billing & data
Trials, plans, how the bill changes when you grow, and your data rights.
4 guidesPlans & 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.
Start running shifts on autopilot
Set up your first site this afternoon and watch the first shift tick up live. Free to start, staff always free — flat per site as you grow.
Free forever on one site · no card to start · 14-day trial on paid plans · cancel anytime