Set up your team
- Open RotaPilot from Shopify Admin as the verified shop owner. Choose the Starter plan through Shopify. Confirm the price and trial on Shopify’s approval page.
- Add your location. Shopify’s timezone is suggested, but select the actual location timezone before saving. Existing shifts are not moved when the shop timezone changes.
- Add staff with their own email addresses. Send a sign-in invitation. Staff set their own password and return to the staff sign-in page; they do not need Shopify staff accounts.
- Create draft shifts, review the calendar, then publish. Copy-week creates new drafts without overwriting existing shifts. Staff acknowledge published versions in their portal.
- Enable schedule emails deliberately. Old queued messages are cancelled when changing the delivery setting. Mail-server acceptance is not a guarantee of inbox arrival.
Day-to-day work
Staff can clock in, start/end breaks, clock out, request time off or unavailable periods, propose swaps and request attendance corrections. Both people must agree to a swap before a manager approves it. Conflicting shifts or approved leave block the change.
Owners approve manager access after the manager opens RotaPilot with a verified Shopify staff account. Managers have workspace-wide scheduling/review access. Owners retain team administration, notification settings, final timesheet approval and correction approval.
Timesheets and corrections
Use the date shortcuts or enter a completed period no longer than 32 days. Preview recorded hours, resolve missing punches, then approve that exact preview and export CSV. Corrections retain original punches. Approved periods cannot be reopened or silently rewritten in this release.
Plan limits and cancellation
Starter is $14.99 USD per month for 15 unarchived staff and one active location, with a seven-day trial where Shopify offers it. Revoking sign-in does not free a place; archiving does. Historical records remain. Without a verified subscription, new scheduling, team/location creation and clock-ins stop. Existing clock sessions can finish; records, correction/recovery and timesheet export remain accessible. Uninstall through Shopify to stop the subscription; Shopify displays the applicable billing outcome.
Reinstalling
The owner must confirm recovery of retained records. Old sessions and invitations stay revoked, delegated managers need approval again and notifications remain paused. Staff already revoked or archived remain so. If Shopify has already redacted the workspace, reinstalling starts a new workspace instead.
Limits to understand
Internet access is required. There is no POS, kiosk, offline clocking, payroll or location tracking. Browser clocking verifies a signed-in account, not physical presence. Leave/swap/correction decisions are shown in the portal; decision emails and open-shift claiming are not included.
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