Frequently asked questions

Free for up to 10 people. Above that it's £5/month plus £1/month per extra person, plus VAT, billed monthly through Stripe — so 12 people is £7/month. Every plan gets every feature, and new organisations start with a 30-day free trial with no card required.

Anyone on your account who is not archived — including people who have been invited but not yet signed in. Archive a leaver and they stop counting immediately.

If you have 10 or fewer people, nothing — Rotaleave simply stays free. If you have more, an admin subscribes from Settings → Billing; without a subscription the account becomes read-only, but nothing is deleted.

Your account becomes read-only — nothing is deleted, and you can still see everything. Drop back to 10 or fewer people, or restart the subscription, and it all comes back to life.

Yes. When requesting leave you choose a duration of full/multi day, half day, or hours — hours bookings take a start and end time in 15-minute steps and deduct exactly what falls inside the person's scheduled hours. Each person's balance can be shown in days or hours.

You set a default annual allowance for the organisation (28 days is the common UK starting point) and can override it per person. Allowances pro-rate automatically for part-time working patterns and mid-year starters, accrue either upfront or monthly, and carry-over between years can be off, capped, or unlimited.

Your choice, set during onboarding or in Settings: allowances can INCLUDE bank holidays (they're deducted when the business closes for them) or be PLUS bank holidays (no deduction). Weekends and non-working days never deduct — only days someone is scheduled to work count.

You control this in Settings with four visibility levels: everyone sees all leave; private leave types are hidden from staff; staff see only that someone's away; or staff see only their own leave. Managers and admins always see the detail they need.

Yes. Rota scheduling covers shift templates, a week-by-week planner, publishing with staff notifications, open shifts and shift swaps. Clock-in works from the mobile app or a shared kiosk tablet with per-person PINs, feeding weekly timesheets managers can approve and export. These modules are enabled per organisation — contact us to switch them on.

Yes. Upload your Timetastic .xlsx export at Settings → Import / Migrate, hit Preview to see exactly what would be created, updated and skipped, then Import. Nothing is written until you confirm, and re-running the same file is safe — people are matched by email, not duplicated.

Yes. Ento has no fixed export format, so Rotaleave takes an Employees CSV (required) plus a Leave CSV (optional). Preview runs first, unrecognised columns are listed as warnings so you can fix the export, and re-running is safe.

Always. Admins export the whole organisation as JSON from Settings → Organisation data, and every individual can download their own data from their Account page. Reports also export as CSV.

An admin closes it from Settings. The organisation becomes read-only immediately, billing is cancelled straight away, and everything is permanently deleted after 30 days — any admin can reopen it within that window.

Yes, self-serve from Account → Your data. Their login, name and email are permanently removed immediately; the employer keeps anonymised leave records for its own record-keeping.

Three: employee, manager and admin. Everyone gets Today, the wall chart and My leave. Managers add People, Approvals, Skills and Reports. Admins add Settings — billing, leave types, departments, imports and everything else under Manage.

Invite links last 7 days. Ask an admin to invite you again from the People page — if your email matches an earlier invite you'll simply get a fresh link.

At least 12 characters, both when signing up and when accepting an invite. There are no arbitrary symbol rules — length is what matters.