Contact and help

Most businesses are running within an afternoon. You add your team members with their working days, hours and pay, then add your customers and their properties, either one at a time or by uploading the spreadsheet template. Each property is given its service, price and visit frequency. From that point the diary, the customer emails, the agreements, the price reviews and the month-end exports are all in use. There is no separate configuration stage.

Yes. Download the customer template from the Customers page, complete one row per property, and upload it. Customer details, addresses, services, prices and frequencies are all imported in one step, and any rows with problems are listed for you to correct. The same process is available for team members from the Team page.

Yes. RotaRound runs in the browser on any phone, tablet or computer, with nothing to install. Every page, including the diary, is built to work at phone width, and the customer and worker pages are designed for a phone first.

No. Each page does one thing and states what it does. Where an action has a consequence, such as cancelling a day or sending a price change, the page tells you before you confirm it. The guides on this site cover the areas most owners ask about.

Either, and you can change your mind. A new business starts in self-scheduling mode: you place every visit yourself and nothing is planned without you. When you want, switch on automatic planning and RotaRound places each customer's due visits around your team's hours, holidays and sickness. In either mode you can move any visit by hand, and your hand always takes priority over the planner.

Yes, wherever it is possible. The planner prefers the worker and weekday of the customer's last visit. After three visits on the same worker and day, the customer is recorded as settled on that pattern, which you can see and change on their property. If the usual slot cannot be used, for example because the worker is off, the planner places the visit as close as it can, marks it on the diary, and tells you why.

Yes. The diary holds firm placements for the next eight weeks. Beyond that it shows expected visits, worked out from each customer's frequency and settled pattern, up to a year ahead. When you book a one-off job that far out, expected visits are treated as taken, and the diary warns you before you book over one.

Tap an empty slot on the diary and enter the job, or add it from the customer's property. It is placed alongside the regular work, the customer is notified in the same way as for a regular visit, and it appears on the worker's page and in the billing export like any other visit.

Not when you are acting. When you move, cancel or book a visit, only that visit changes. Automatic planning runs in the background on a schedule, never while you are looking at the page, and it only ever places visits that are due and unplaced. Anything it cannot place is listed for you to decide.

Travel time can be switched on or off in Settings. When on, the planner allows for the journey between consecutive visits and shows it on the diary, so a day is not filled with more work than can be reached.

Yes. Set up a crew on the Team page with its members and the days it works. The crew appears as one column on the diary, its visits are shared, and each member's hours and pay are still recorded individually.

Cancel their day in one tap, choosing the reason, and every affected customer is emailed under your name. Each cancelled visit is placed on the reschedule list with a suggested slot, and you rebook each one with one tap or choose another time. If nothing fits, the diary can suggest moving one other visit sideways to make room, and tells you exactly what would move before you agree.

Your trading name, logo and colours appear on every email your customers receive and every page they open, including their agreement. RotaRound's own name appears once, in small print at the foot of emails, and nowhere else. Customers never create an account with RotaRound and never download anything.

Each customer has a private page showing their planned visits and their past visits, with the date, the time of day, how long, who attended, what was done and the price they pay. From the page they can update their own access instructions, send you a request, opt in or out of visit emails, and read or accept their agreement.

No. Each customer receives a private link, and the link is the key. Because access instructions are sensitive, changing them asks the customer for a six-digit code sent to the email address on their record before the form opens. Everything else on the page is available without a code.

Yes. Every email carries a one-click opt out. Visit emails and marketing emails are separate, so a customer can stop offers and still be told before each visit. You can see and change either setting on their record.

Yes. A customer can have any number of properties, each with its own service, price, visit frequency, access instructions and keys. Visits, agreements and price reviews are handled per property, and the customer's page and emails show them together.

You end the property with a date and a reason. Visits after that date are removed from the diary and recorded, the customer is emailed if you choose, and a customer with no remaining properties moves to your past customers. Their history is kept.

Each property has a price and the date it took effect. When a review falls due, the property appears on the Price reviews due list. You choose CPI, RPI, a percentage or a set price, the change is written for you as an email to the customer, and you preview it before it goes. Past visits keep the price they had; the new price applies from the date stated.

Choose Defer on the review. You can defer until the property's next review period or for a number of months you set. If you want, the customer is sent an email saying the price is unchanged and when it will next be reviewed. The property leaves the list until the new date.

Yes. The guided wizard builds a written agreement with a term, a notice period, a price rise method and the standard clauses, or you write your own. It is emailed to the customer, who reads and accepts it online. A PDF is stored, the customer keeps a permanent copy, and their cooling-off and cancellation rights are set out for them.

During the cooling-off period the customer can cancel immediately from their page. Inside the initial term there is no cancel option and the page explains when the term ends. After the initial term the customer can give notice and the agreement ends on the notice date. In every case the customer receives a confirmation, you are notified, and no further visits take place after the end date unless new terms are agreed.

Yes. Start from the template and change any clause, or write the whole agreement yourself. The standard placeholders, such as the term, the notice period and the price rise method, are filled in from what you set for that customer.

You enter prices without VAT. If you are VAT registered, VAT is added and shown separately on emails, the customer's page and the exports, and any customer you mark as exempt is left out. Customers always see the price they will pay.

No. Each worker receives a private link that opens their page in any browser, with no login. The page shows their visits for today and the week ahead, every address, the access instructions, the keys they hold, who they are working with, and a route for the day.

Three kinds, each of which you can turn on or off. A week-ahead email on the day and at the time you set, a daily email each working morning listing that day's visits, and an immediate email when a visit today or tomorrow is added, cancelled, moved or changed, or when a customer sends a request or updates access instructions for a visit they are attending.

Yes, from their page. A sickness report or a leave request is sent to you straight away and appears on your dashboard to approve, decline or act on. Nothing changes in the diary until you decide. Approved leave is recorded in the worker's absences and the worker is told.

Each worker has standard working days and hours, one-off extra hours on any day, absences with a holiday allowance, and pay rates with their history. The pay export lists every worker's hours, pay and on-costs for the period, and it agrees with the profit figure on the dashboard.

Set their end date on the Team page. Their future visits are reassigned, their link is revoked, and customers who were settled with them are placed with someone else and told.

No. Visit confirmations, changes, cancellations and reminders go on their own, under your name and logo, according to the settings you choose. You send one-off emails and campaigns when you want to, and you preview anything before it goes.

Yes. Every email is kept exactly as it was sent, in the Outbox, filtered by customer, property, type and date. Replies come into the Inbox, grouped with the email they answer. Notifications from the app about your business are on their own page.

Yes. A campaign goes to all customers, a group, or a hand-picked list, scheduled for a time you choose. Anyone who cannot be sent to, for example because they have opted out, is named before you send. Customers can opt out of campaigns with one click without affecting their visit emails.

Yes. The billing export lists every completed visit with its price, ex-VAT and VAT shown separately, as CSV or Excel, or as sales invoices in a form your accounting software can import. The pay export lists every worker's hours and cost. You can download only the visits since your last download.

Your data is stored in the EU. Two-factor sign-in is available and trusted devices can be remembered. Customer and worker pages are private links that you can revoke and re-issue at any time. You can export everything you have entered whenever you want.

£25 a month for every feature, every worker and every customer. There are no per-user fees, no tiers and no add-ons. 2 months free, no card needed, so you can see the whole thing working before you pay for anything.

We email you 14 days, 7 days and 1 day before it ends, each with a button to add a card. If you add one, the subscription simply starts. If you do not, the account pauses on the day the trial ends: nothing is deleted, you can still sign in, and you can still download everything you have entered. Adding a card at any point starts it again.

From Settings. The card details are entered on our payment provider's own pages and never reach RotaRound's servers. You can change or remove the card the same way at any time.

We email you and try again. You have 3 days from the first failure to put it right. After that the account pauses until it is paid: nothing is deleted, and adding a working card starts it again straight away.

Yes, from Settings, at any time. Your subscription runs to the end of the month you have paid for, and you can export your data before you go. We do not refund part months.

We email you a code and the closure starts when you enter it. The account closes at once and everything in it is deleted 30 days later. During those 30 days you can sign in, download everything we hold, and cancel the closure to get the account back exactly as it was.

From Settings, at any time, as a set of spreadsheet files: your business details, your customers and their properties, your team, your visits and your agreements. It works while the account is paused, suspended or closing, and for the whole 30 days after closure starts. Three downloads a day.