For cafés, shops & small teams
Send a message.
Get a schedule.
Schedules, swaps, reminders and a time clock — all inside WhatsApp. Nothing for your team to download.
The manager's view — a real ShiftPilot thread
How it works
Three messages. The whole week.
An illustration of how ShiftPilot works — not a screen recording. The names and figures are examples.
01
The manager texts “schedule”
No new account. Just message the number already saved in their phone.
02
ShiftPilot proposes a roster
Built from availability, fairness and rest-hour rules. Edit it in plain English.
03
The team gets notified
Everyone's shifts land in their own WhatsApp, with a reminder before each one.
What it does
One thread. Everything the week needs.
01 / Schedule
The week builds itself.
Availability, fairness and rest-hour rules, worked out before you see it. You adjust what you want and publish.
MON
MayaJordanTUE
MayaPriyaWED
JordanTHU
MayaJordanFRI
PriyaMayaSAT
JordanSUN
closed02 / Swaps
A swap takes one word.
Staff trade between themselves. You get one message and answer it with yes or no — and both schedules update.
03 / Time clock
Punch in from the same thread.
No terminal on the wall and no app to install. Hours land straight in payroll, to the minute.
04 / The app
They reply in WhatsApp. You see all of it.
Coverage, hours and the problems worth fixing — before the week goes wrong.
05 / Languages
Your team reads it in their own language.
Ten of them. Not translated names on a marketing page — the actual messages your staff receive, in the script they read.
06 / Payroll
Hours become a payroll file.
Punched hours, overtime and vacation worked out per person under Ontario ESA rules — then exported in a shape your payroll company will actually take.
07 / Cost
Know what the week costs before you run it.
Labour as a share of sales, per day. Overtime is flagged while you can still move a shift, not after payroll has gone out.
Labour as a share of sales
19.7% Healthy
Against $93,500 taken over 30 days. 68h of overtime cost $2,310 of premium — ShiftPilot flags it the moment a schedule goes over.
See all 21 features
Building the schedule
- A week's schedule generated from the staff you need
- Set minimum staff per day, per role
- Only people trained for a job get that job
- Anyone whose certificate has expired is left off
- Two rest days a week, and preferred days off
- Warns before anyone goes over 44 hours
- Catches double-bookings and two jobs in one day
- Asks if you’re open on public holidays, and keeps the rota clear if not
- Shows the 30-minute break Ontario requires on a long shift
- Review the draft before the team sees it
What your team does
- Clock in, break and out from WhatsApp
- Ask what shifts they're working
- Request time off or report sick
- Swap a shift, with your approval
- Claim an open shift you've offered
- Work through opening and closing checklists
- Read announcements, and you see who has
- Everything in 10 languages
Hours and money
- Timesheets built from real clock-ins
- A payroll file at the end of the period
- Vacation accrued and owed, per person
- Public holiday pay and the 1.5× premium, worked out
- What the week cost against what you took
- A log book for anything worth writing down
Set it once
Tell it what a shift needs.
Set the roles you need per shift once, and every schedule ShiftPilot proposes respects it. These buttons work — try them.
Staffing minimums
Manager onlyMon–Fri, per shift. Try the buttons — these ones really work.
4 staff on every shift
Who can cover what
Jordan can be scheduled as either waiter or cashier. A shift is only ever offered to someone tagged for that role.
Try it
A swap takes one word.
This is exactly what an employee sees. Answer it and watch what happens.
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