Build your rota in Swapste
Create and edit shifts directly in Swapste, set recurring shifts for regular patterns, or upload a completed rota workbook in bulk.
FIRST 30 DAYS FREE
Hospitality rota software
built for busy venues.
Create and edit shifts directly, set recurring shifts, manage cover, swaps, holidays and attendance, and track payroll-ready hours and labour costs — for pubs, bars, restaurants and cafés from one venue to multi-site groups.
£24.99
per venue / month
Unlimited staff. No contract. Cancel anytime.
✓ First 30 days FREE
✓ First rota setup FREE
✓ Training FREE
Swapste
Manager Dashboard
Live
Today's shifts
8
Cover needed
Friday · 17:00 – 00:00
Holiday request
Awaiting manager approval
Shift covered
Rota updated automatically
✓
BUILT FOR REAL HOSPITALITY TEAMS
The rota isn't usually the problem.
It's everything that happens afterwards.
Someone calls in sick. Someone needs a holiday. Two staff want to swap shifts. Someone is late. Payroll needs the actual hours. Then you need to know whether the week's labour cost still makes sense against sales. Suddenly the manager is juggling phone calls, messages, spreadsheets and group chats.
Swapste puts it all in one place.
See how Swapste works for pubs and bars, restaurants and cafés, or explore the complete hospitality rota system.
ONE SIMPLE SYSTEM
Rota, attendance, payroll and labour — in one place.
Find shift cover
Staff request cover in the app and suitable colleagues can offer to take the shift.
Direct shift swaps
Staff can arrange swaps directly while the manager keeps final approval.
Holiday requests
Staff submit holiday and time-off requests without another spreadsheet, notebook or message thread.
GPS clock-in/out
Verify staff are at the workplace when they clock in and out, without continuously tracking their location.
Payroll-ready hours
Track hours worked and download an Excel report to make payroll preparation faster.
Attendance issues
Record sickness, lateness, no-shows and other attendance exceptions for managers to deal with.
Instant notifications
Staff and managers are kept informed when rotas, cover, swaps and approvals change.
Staff pay rates
Store staff hourly pay rates so scheduled and confirmed labour costs can be calculated without another spreadsheet.
Smart Labour planning
Enter expected weekly sales and your labour target to see projected wage spend and labour percentage before the week plays out.
Actual labour performance
Add actual sales and compare them with confirmed worked hours to see your real labour percentage and wage cost.
Manager corrections
Missing clock-ins and clock-outs stay visible until corrected, helping managers keep attendance and payroll records accurate.
SEE SWAPSTE IN ACTION
Built for the jobs hospitality managers deal with every week.
From publishing the rota to fixing attendance and preparing payroll, Swapste keeps the day-to-day workflow in one place.
Weekly rota
Managers can see the working week clearly while staff get their own rota through Swapste.
Smart Labour planning
Compare expected sales with scheduled wage cost before the week plays out.
Manager-approved cover
Staff can offer to cover shifts while the manager keeps the final decision.
Direct shift swaps
Both shifts are visible before a manager approves the change.
Holiday approval
Review leave requests and confirm the paid holiday hours before approving them.
Payroll-ready workbook
Export scheduled, worked and payable hours with items that still need manager review clearly flagged.
SMART LABOUR
Know what labour is costing before and after the week happens.
Set your expected weekly sales and target labour percentage. Swapste uses scheduled hours and staff pay rates to show your projected wage cost, labour budget and projected labour percentage.
As the week progresses, enter actual sales and Swapste compares them with confirmed worked hours to show actual wage cost, actual labour percentage and whether you are running above or below your target.
Planning tells you where the week is heading. Actual labour tells you where it really landed.
SIMPLE BY DESIGN
From rota planning to actual labour performance.
01
Plan
Build your rota directly in Swapste, use recurring shifts for regular patterns, or upload a rota in bulk.
02
Notify
Staff can immediately see their upcoming shifts.
03
Manage
Cover, swaps, holidays, clocking and attendance are handled in the app while managers stay in control.
04
Understand
Compare labour against sales, then download confirmed worked hours to make payroll preparation easier.
SEE IT WORK
See the core shift workflow in 2½ minutes.
See a rota uploaded, a member of staff request cover, another employee offer to work it, and the manager approve the change.
This original walkthrough shows the bulk rota upload workflow. Swapste now also lets managers create and edit shifts directly in the app, set recurring shifts, manage holidays and attendance, prepare payroll-ready hours and track labour performance with Smart Labour.
2½-minute Swapste demo
BUILT WITH REAL HOSPITALITY
Tested with a working independent pub in Salford.
Swapste has been developed and tested alongside a real hospitality venue, using the same rota, cover, holiday, attendance and payroll-preparation workflows venue managers deal with every week.
That real-world testing has helped shape the product around practical problems: finding cover quickly, keeping managers in control of swaps, correcting attendance and understanding labour cost without adding unnecessary complexity.
Already using Swapste? Leave us a review on SourceForge.
Real venue testing
Independent hospitality environment
Salford, Greater Manchester
Built close to the operators it is designed for
Founder-led setup
First rota setup and initial training included
SIMPLE PRICING
Simple pricing that gets cheaper as you grow.
Unlimited staff at every venue. Volume pricing for multi-site hospitality groups.
Swapste
£
24.99
/ venue / month
Single venue: £24.99 monthly or £249.90 annually — 2 months free on annual billing
1 venue
£24.99
per venue
£24.99 monthly total
2 venues
£22.99
per venue
£45.98 monthly total
3–5 venues
£19.99
per venue
£59.97–£99.95 total
6–10 venues
£17.99
per venue
£107.94–£179.90 total
11+ venues
Custom
group pricing
Contact us
- ✓ Unlimited staff
- ✓ Rota management
- ✓ Shift cover
- ✓ Direct swaps
- ✓ Holiday requests
- ✓ GPS clock-in/out
- ✓ Attendance management
- ✓ Manager clocking corrections
- ✓ Staff pay rates
- ✓ Smart Labour planning
- ✓ Actual sales & labour performance
- ✓ Payroll-ready hours export
- ✓ Notifications
- ✓ First rota setup included
- ✓ Manager & staff training included
No contract.
Cancel anytime.
Start your 30-day free trial
FREQUENTLY ASKED QUESTIONS
Simple answers before you get started.
How much does Swapste cost?
A single venue costs £24.99 per month with unlimited staff. Multi-site pricing falls to £22.99 per venue for 2 sites, £19.99 for 3–5 and £17.99 for 6–10. Groups with 11 or more venues can request custom pricing.
Does Swapste support multiple venues?
Yes. Swapste can support multi-site hospitality operators. Pricing is £22.99 per venue for 2 sites, £19.99 per venue for 3–5 sites and £17.99 per venue for 6–10 sites. Groups with 11 or more venues can contact us for custom pricing.
Is there a free trial?
Yes. Your first 30 days are completely free. Your first rota setup and initial manager and staff training are also included free of charge.
Do I have to sign a contract?
No. There is no long-term contract. Monthly plans can be cancelled anytime. A single-venue annual option is also available at £249.90, equivalent to two months free.
Can I build and edit my rota directly in Swapste?
Yes. Managers can create and edit shifts directly in Swapste and use recurring shifts for regular patterns. If you prefer, the Swapste rota workbook can also be used for bulk upload.
What happens when someone cannot work their shift?
Staff can request cover through Swapste. Suitable colleagues can offer to take the shift and the manager keeps final approval over the change.
Can staff swap shifts directly?
Yes. Staff can arrange direct shift swaps with eligible colleagues. The swap only goes ahead once the manager approves it.
Does Swapste handle holidays?
Yes. Staff can submit holiday and time-off requests and managers can review them within the same system used for the rota.
How does GPS clock-in and clock-out work?
Swapste uses location verification only at the moment a member of staff clocks in or clocks out, to help confirm they are at the workplace. Swapste does not continuously track employees or monitor their location while they are working or outside work.
Can Swapste help with payroll?
Yes. Swapste records confirmed worked hours, supports staff pay rates and lets managers download a payroll-ready Excel report to make payroll preparation easier.
What is Smart Labour?
Smart Labour helps managers compare staffing cost with sales. Enter expected weekly sales and a labour target to see projected labour before the week. Add actual sales as the week progresses to compare them with confirmed worked hours and see actual labour percentage and wage cost.
Is Swapste priced per employee?
No. Swapste is priced by venue, not by employee, and every venue includes unlimited staff. Multi-site operators receive lower per-venue pricing as their group grows.
What types of businesses is Swapste for?
Swapste is built for hospitality businesses including pubs, bars, restaurants and cafés managing hourly or shift-based teams, from individual venues through to multi-site groups.
PERSONAL SETUP & SUPPORT
You won't be left figuring it out yourself.
I'm Stephen, the founder of Swapste.
If you decide to try Swapste, I'll personally help set up your first rota and provide the initial manager and staff training.
The aim is simple: get your team using it properly from day one, without setup fees, training fees or per-user charges.
TALK TO THE FOUNDER
Want to talk it through before starting?
If you have questions, want to see whether Swapste fits your venue or would like to talk through setup first, send me a message. I reply personally.