For owners and managers

Rota management software for the manager: the InShift admin panel

The manager’s workplace in a browser. A rota planner by week, month and year, the team’s requests, pay counted from shifts, a board of who is on site, team chat, property and the keys other systems use. The team sees the same rota in the app the moment it is published.

Start for freeSee the screens ↓

What the admin panel is

The admin panel is the site admin.inshift.app, where the owner and the managers run the organisation: build the rota, add people, decide on requests, count pay and see who is on shift right now. It works in any modern browser on a computer, a tablet or a phone, with nothing to install. The team uses the InShift app, and both sides look at the same data.

The panel is built for shift work of any size: one café with five people or a chain of dozens of locations with departments, job positions and a manager on every site. The menu on the left follows the order of a working day: “Dashboard”, “Planner”, “Requests”, “Chat”, “Employees”, “Time tracking”, “Payroll”, “Property”, “Locations”, “Integrations”, “Settings”. Every section is shown below on live frames of the demo organisation.

Dashboard

The day at a glance instead of a morning walk-round

Open the panel and ten seconds later you know where things stand: who is working now, where the week has gaps, which requests wait for a decision and how the month is going in money.

  • “5 people working now” with their photos and a bar of the day by the hour, “all shifts covered” when nothing is missing
  • Rows that need attention: “Open shifts awaiting claims”, “Not connected to the app: 1 of 22”, a birthday today
  • “Week ahead”: seven days with the number of shifts, the hours and “gaps” where a shift has nobody
  • “September in numbers”: “Payroll fund”, “Owed to team”, “Hours” planned and worked, substitutions
  • “Activity”: who sent a request, whose swap was approved, who connected the app
  • The team’s birthdays, so the panel reminds you rather than a colleague
How to read the dashboard

Planner

The rota in a few clicks

Shift types are set once per location: a name, the hours and a colour. From then on the rota is built from the cell menu: click an empty cell, pick a type, the shift is in. Only you see the draft; the team gets the rota after the “Publish” button.

  • “Week”, “Month”, “Year” and “List”: one rota in four views
  • People grouped by department, the staffing of each position for the day in the group header
  • “Copy last week” repeats a typical week in a second
  • “Open shift”: a slot without a name that the team asks for, and you choose who gets it
  • A substitute row: a colleague on someone else’s shift without rewriting the rota
  • “Custom shift” with any hours, for the day that does not fit the template
  • “Print” per location for the board on site, or “Download Excel”
More about rota planning

Views of the rota

One rota, four ways to look at it

The week is for placing shifts, the month shows everyone’s load and hours, the year is for holidays, the list reads day by day. A chain opens every location together on one screen.

  • Month: each person’s shifts by day, with the hours and pay for the period alongside.
  • “All locations together”: the whole chain on one screen, each site in its own block.
  • Year: twelve months on one screen for holidays and long plans.
  • List: day by day, who is in for the morning, midday and evening shift.

Requests

Time off, swaps and open shifts in one list

Everything the team asks for from the app lands here: holiday, sick leave, a personal day, a shift swap, a claim on an open shift. You press “Approve” or “Reject”, and the person gets a push straight away.

  • Three tabs, “Time off”, “Swaps” and “Open shifts”, with counters of what is pending
  • The person’s reason and comment, the dates and the number of days in every row
  • “Request rules”: a mode for each kind, from “Off” to “Automatic”
  • Swaps as “Coworker + manager”, or one side only
  • Who decides is set by the role: a site manager sees only their own site
  • Pending requests also show on the “Dashboard” under “Awaiting decision”
More about swaps and requests

Employees

The team, job positions and access rights

Add a person, send an invite code or a QR, and they see their rota in the app. Managers get roles: what a person sees and what they may change, on their own site or across the whole chain.

  • A person’s card: locations, department, job position, email and phone, date of birth, length of service
  • An invite by code or QR, and a “Connected” status next to everyone on the list
  • Roles with a scope for every right: “Own”, “My locations” or “Entire network” for the rota, the team, payroll and requests
  • The “Job positions”, “Access rights” and “Events” tabs next to the list of people
  • “Add multiple” for a whole team at once, “Invite team” prints a code and a QR for everyone not yet in
  • Dismissal without losing history: shifts, pay and issued property stay on record
How roles work

Payroll

Pay from shifts without a separate spreadsheet

The rate is set for a person once: per hour, per shift or a monthly salary. From then on every shift on the rota becomes an accrual by itself. Premiums, payouts and what is owed to the team are counted in the same section.

  • A sheet for the period: shifts, hours by the rota and by clock-ins, rate, premiums, accrued, paid, owed
  • Premiums as rules: “Night hours”, “Holiday work”, “Over the daily norm”, “Shift at another location”, “Percentage of sales”
  • Payouts with bank details and “Close period”, so a finished month stays as it was
  • “Print”: “Short, for payment”, “Full sheet” or “One person’s sheet” to sign
  • “Export to Excel” for the books in one click
  • Everyone sees their own accruals in the app, so “how much have I earned” stops being a question
More about pay from shifts

Time tracking

Clock-ins next to the rota

A tablet by the door shows a code that changes every 30 seconds; a person points the app camera at it and the clock-in is recorded. Whoever has no phone clocks in on the same screen with a staff number and a PIN. The tablet speaks English, Ukrainian and Russian, and time tracking comes with Basic at no extra charge.

  • “Board”: “On site”, “On break”, “Expected”, “No check-in”, “Off schedule”, “Left”, location by location
  • “Scheduled” next to “Checked in” with the break, so a late start shows at once
  • “Terminals”: the tablets paired to a location, “Online” or “Offline” for each
  • The module is switched on in “Settings” → “Modules”
  • The “Manage time tracking” right is given separately: correcting a clock-in means correcting pay
More about the tablet time clock

Chat

Team chat and announcements where the rota is

“General chat”, a “Team channel” for every location and groups you make yourself. An announcement from a manager sits in the chat with an “Announcement” label, arrives as a push, and the panel shows how many people have read it.

  • The “General chat” of the organisation and a channel for each location
  • Groups of any makeup: the weekend crew, the kitchen, the new starters
  • “Announcements” to everyone or to chosen locations, with “Read by 1 of 20”
  • The “Publish announcements” right is set in the role: own locations or the whole chain
  • The team answers from the app, the manager from the panel or a phone
How the chat works

Property

Who has what: uniforms, keys, devices

A register of the organisation’s things and who holds them. A person’s card shows what is in their hands, and they see the same in the app under “My property”.

  • A catalogue of items by group with serial numbers and value
  • “Items total”, “Held”, “Available”, “Overdue” at the top of the section
  • “Hand over” and “Take back” with a history for every item and every person
  • A module of its own: switching it off deletes nothing
More about equipment tracking

Integrations

The POS, API keys and webhooks

Connect a POS and every cashier’s sales arrive on their own, ready for a percentage in the premiums. Your own system, BI or the books get API keys, and webhooks report a change the moment it happens.

  • POS: Poster connects with a button today, Square, Lightspeed, Loyverse, SumUp, Zettle and Shopify POS on request
  • “Percentage of sales” as a premium rule: counted in payroll by itself
  • API keys with rights per section, so an outside system reads only what it should
  • Webhooks: the body carries only the event type and the id, the system fetches the data with its key
  • Claude and ChatGPT read the same data by MCP with a key you create here
All integrations

Employee’s view

See the app the way a person sees it

“Employee’s view” opens the app through the eyes of anyone on the team: their rota, their pay, their chat, their rights. Handy for checking the rota before publishing it and for finding out why someone cannot see a shift.

  • Pick any person from the list, and the app opens as they see it
  • Someone “Not joined yet” gets their invite code right here
  • Change a person’s role on the spot and see the result at once
  • The answer to “what do I see?” without a call to the employee
About “Employee’s view”

From a phone

The panel fits a phone screen

A rota for thirty people is easier to build on a laptop, but approving a request, checking who is on shift or writing to the team works from a phone. The panel adapts, and managers also have the app with a manager’s dashboard of its own.

  • “Time off”, “Swaps” and “Open shifts” with approve and reject buttons on one screen
  • The “Dashboard” with who is working now, the week ahead and the month in numbers
  • The section menu behind the icon in the top left, the rota grid scrolls sideways
  • A manager in the InShift app: their own shifts, the team dashboard and the same requests
The manager’s screens in the app

Who works in the admin panel

One panel, different roles. Everyone sees exactly what their rights allow, and the roles are yours to name.

The owner

Full access: locations, roles, payroll, integrations, modules. Looks at the whole chain or one site.

Operations director

A role with “Entire network” rights: rotas and people across the chain, requests, stats, announcements.

Site manager

A role scoped to “My locations”: builds the rota of their own site, adds people, decides on requests, sees their pay, does not change rates.

Accountant

A role with payroll rights only: the sheet, payouts, “Export to Excel”. No rota and no chat.

Shift lead

A role of your own: places shifts and sees the team of their location, no access to pay.

The team

No panel at all: the app with their own rota, pay, requests and chat.

The admin panel and the team app

Both work on the same data at the same time. The difference is how deep each one goes.

Building the rota

Admin panel in the browser
The main workplace: week, month, year, list
The InShift app
Their own rota; a manager places shifts in the app’s planner

Team requests

Admin panel in the browser
The list with decisions and “Request rules”
The InShift app
Send a request; a manager approves if the role allows

Payroll

Admin panel in the browser
The sheet, premiums, payouts, “Export to Excel”
The InShift app
Their own accruals in “Stats”

Time tracking

Admin panel in the browser
“Board”, “Terminals”, “Without a phone”
The InShift app
A clock-in with the camera on the tablet code

Roles, locations, integrations, modules

Admin panel in the browser
Only here
The InShift app
None

Notifications

Admin panel in the browser
The bell in the panel header
The InShift app
A push to the phone, a reminder an hour before the shift, “Quiet hours”

Frequently asked questions

How much does the admin panel cost?▾

The panel and the team app come in one subscription; there is no separate charge for the panel. Free for one location and up to 10 people, and the prices for a bigger team are on the pricing page.

Do I need to install anything?▾

No. The admin panel runs in a browser: Chrome, Safari, Firefox or Edge. Open admin.inshift.app, sign in, and everything is there. The team only needs the InShift app from the App Store or Google Play.

Can several managers work at the same time?▾

Yes. Each has their own sign-in and their own role: a role scoped to “My locations” sees and edits only its own sites, a role with “Entire network” sees the whole chain, and an accountant or a shift lead gets a role of their own. Changes sync at once: one manager publishes the rota, the others already see it.

Does the panel work on a phone or a tablet?▾

Yes, the layout adapts. From a phone it is handy to approve a request, see who is on shift and write to the team. From a tablet you can read and edit the rota. A rota for dozens of people is most comfortable on a laptop, where the whole week fits. Managers also have the mobile app with a manager’s dashboard.

How do I separate access in a chain of locations?▾

Every right in a role has a scope: “Own”, “My locations” or “Entire network”. A site manager sees the rota, the people, the pay and the requests of their own locations and does not enter anyone else’s. Access to the panel itself is a separate switch in the role, “Admin panel access”.

How is pay counted when the rates differ?▾

A rate is set for each person: per hour, per shift or a monthly salary, with the date it applies from. Premiums are added as rules for the organisation, a location, a job position or a person: night hours, holidays, overtime, a percentage of POS sales. The sheet counts itself from the shifts on the rota and, if you track time, compares them with the clock-ins.

Is there a POS integration?▾

Poster connects with a button: every cashier’s sales arrive on their own, and a percentage of them can go into pay. Square, Lightspeed, Loyverse, SumUp, Zettle and Shopify POS are on request. Any other system gets API keys and webhooks.

Is there an Excel export?▾

Yes. The payroll sheet for a period downloads as an Excel file in one click, and printing gives “Short, for payment”, “Full sheet” or “One person’s sheet” with “Prepared by” and “Approved by” lines. The rota also prints per location or downloads as Excel from the “Print” menu.

Get the whole team on one rota

Create the organisation, add a location and people, build the first rota. Every section is open from the first day.

Create an account