Rotageek

1. Discovery & Planning
   • Understand your business goals, scheduling challenges, and workforce structure.

   • Define scope, integration needs (e.g. HR, payroll), and KPIs.

2. Configuration & Setup
   • Customize scheduling rules, roles, locations, and employee profiles.

   • Set up integrations with existing systems (HRIS, payroll, time tracking).

3. Training & Onboarding
   • Train managers and staff on using the platform (via demos, webinars, or in-person).

   • Provide access to the self-serve employee app for clock-ins, leave requests, and shift swaps.

4. Pilot & Testing
   • Run a pilot in selected departments or locations.

   • Gather feedback, refine scheduling logic, and ensure data accuracy.

5. Full Rollout
   • Deploy across all teams or sites.

   • Monitor adoption and performance metrics like schedule accuracy, labor cost savings, and employee satisfaction.

6. Ongoing Support & Optimization
   • Access help center and support team.

   • Use forecasting and autoscheduling tools to continuously improve labor-to-demand matching.

Estimated Timeline

• Small to mid-sized teams: ~2–4 weeks

• Enterprise-level organizations: ~6–12 weeks depending on complexity, integrations, and number of locations

Rotageek offers a wide range of configurable features to suit different industries and operational models:

• Shift Scheduling Logic
  • Supports drag-and-drop scheduling, recurring shift patterns, and auto-scheduling using AI.

  • Can be tailored to match labor laws, union rules, and internal policies.

• Demand Forecasting

  • Uses machine learning to predict staffing needs based on historical data, footfall, and external factors like weather or events.

• Role-Based Access
  • Custom permissions for managers, team leads, and employees.

  • Employees can swap shifts, request leave, and view schedules via mobile app.

• Compliance Automation

  • Enforces rules around working hours, breaks, overtime, and rest periods—especially useful for healthcare, retail, and hospitality sectors.

• Integrations
  • Seamlessly connects with payroll, HRIS, biometric devices, and productivity tools.

  • API access available for deeper customization.

• Reporting & Analytics
  • Custom dashboards to track labor costs, attendance, and scheduling efficiency.

  • Can be configured to align with KPIs and business goals.

• Multi-location Support
  • Ideal for franchises or enterprises with multiple branches.
  • Centralized control with localized scheduling flexibility.

• Monthly Subscription: Typically ranges from $3 to $5 per user, depending on team size and feature set.

• Setup Fees: Small businesses may pay around $500; enterprise-level setups can reach up to $5,000 based on complexity.

• Customization Fees: Varies depending on the depth of configuration and integration required.

• Training Costs: Between $100 and $1,000, depending on delivery method (e.g., online, in-person) and number of users.

• Support Charges: Standard support is included; premium support may incur extra fees for enterprise clients.

• Maintenance: Covered within the subscription—cloud updates and system improvements are automatic.

Rotageek offers a multi-layered approach to onboarding and ongoing support:

• Train-the-Trainer Program: Designed for internal champions to cascade training across teams. Includes agendas and support materials.

• Self-Guided Walkthroughs: Step-by-step tutorials for each feature, ideal for managers and employees learning at their own pace.

• Help Centre Access: A robust knowledge base with FAQs, troubleshooting guides, and feature explanations.

• Live Chat Support: Available via the support bubble on their website for real-time assistance.

• Email Support: Users can reach out directly for more complex issues or account-specific help.

• Mobile App Guidance: Specific instructions for login, password resets, and notification settings on mobile devices.

• Browser Compatibility: Supports only up-to-date versions of Chrome, Firefox, Safari, and Edge to ensure secure access.

• Data Protection: As a cloud-based SaaS, Rotageek likely follows GDPR compliance and uses encrypted data transmission (HTTPS).

• Access Controls: Role-based permissions help restrict sensitive data to authorized users.

• Authentication: Includes password reset protocols and secure login environments (e.g., company-specific URLs).

Rotageek maintains a proactive update cycle:

• Browser-Based Updates: New features and security patches are rolled out automatically to supported browsers.

• Mobile App Updates: Users are encouraged to keep their apps current to access the latest features and performance improvements.

• Feature Releases: Updates are typically incremental and designed to be non-disruptive, with documentation provided in the Help Centre.

Data Ownership & Portability

• Customer Data Ownership: You retain full ownership of all data you input or upload into Rotageek. This includes employee schedules, personal data, and operational metrics. Rotageek acts as a data processor, meaning they handle your data on your behalf but do not claim ownership.

• Portability:
  • Rotageek provides access to your data via their open API, allowing you to extract schedules, employee info, and other records programmatically.
  • You can also export reports and schedules manually through the dashboard.

  • If you decide to leave the platform, you can request a full export of your data, ensuring continuity and compliance.

• Compliance: Rotageek adheres to UK GDPR and EU GDPR standards, ensuring lawful processing, secure storage, and proper data handling protocols.

Rotageek is designed to be flexible as your organization grows or contracts:

• User-Based Pricing: Costs scale based on the number of active users. Adding or removing users adjusts your monthly billing accordingly.

• Modular Features: You can enable or disable features (e.g., autoscheduling, forecasting, integrations) based on your operational needs. This helps control costs and complexity.

• Multi-location Support: Easily add new sites or departments as your business expands. Each location can have its own scheduling rules while remaining under centralized control.

• Contract Terms:
  • Most plans offer flexibility to adjust user counts monthly.

  • Enterprise contracts may include minimum user thresholds or volume discounts, so scaling down might require renegotiation depending on your agreement.

• Support for Transitions: Whether you're onboarding new teams or downsizing, Rotageek offers training and support to ease the transition.

Rotageek’s agreements typically include the following provisions:

• Initial Term: Defined in the contract’s “Front Sheet,” this is the agreed period during which services are provided.

• Auto-Renewal: Contracts may automatically renew unless the customer provides written notice of cancellation within a specified timeframe before the renewal date.

• Cancellation Procedure:
  • Formal Notice Required: Customers must notify Rotageek in writing (email or formal letter) to initiate cancellation.
  • Notice Period: The required notice period is defined in the agreement—often 30 days prior to renewal.
  • Outstanding Fees: All unpaid fees must be settled before cancellation is finalized.

  • Confirmation: Customers should confirm cancellation with Rotageek to ensure billing stops and access is revoked.

• Early Termination:
  • May incur penalties or require payment of remaining contract value, depending on the terms.

  • Enterprise clients may have more complex exit clauses tied to service levels or integrations.

• Data Access Post-Cancellation:
  • Customers retain ownership of their data and can request exports before termination.
  • Rotageek acts as a data processor and does not retain rights to customer data.

Rotageek is built to meet key data protection and labor compliance standards, especially in the UK and EU:

• GDPR Compliance:
  • Fully adheres to UK GDPR and EU GDPR regulations.
  • Processes customer personal data strictly as a data processor, under customer instruction.

  • Includes provisions for data subject rights, breach notification, and secure processing.

• Labor Law Compliance:
  • Scheduling engine enforces rules around:
    • Maximum working hours
    • Rest periods
    • Break entitlements
    • Overtime limits

  • Particularly useful for industries with strict labor regulations like healthcare, retail, and hospitality.

• Security Practices:
  • Role-based access controls
  • Secure login protocols
  • Cloud-based infrastructure with automatic updates

  • HTTPS encryption for data transmission

• Limitations:
  • Not HIPAA-compliant, so it’s not suitable for U.S. healthcare organizations handling sensitive patient data.