Restaurant staff scheduling, with clock-in at your till
Build the rota week by week, publish it to your team and let staff swap shifts themselves. They clock in at the till, and you see hours worked against hours planned, ready for payroll.
- Weekly rota with drafts and publishing
- Shift swaps, with your approval
- Clock in and out at the till with a PIN
- Worked and planned hours, CSV export
Why restaurant scheduling takes so much time
In hospitality the rota is never finished. How busy you are depends on the weather, bookings and events, and your team is often part-timers, students and on-call staff.
Labour costs creep up
Staff are one of the biggest costs in a restaurant. If you only add up hours when payroll asks for them, you spot over-scheduling and overtime once they already have to be paid.
Last-minute changes
A sick cook, a student with exams: shifts get swapped in the group chat, and afterwards nobody knows which version of the rota is right.
Hours on scraps of paper
Hours worked live on paper, on a separate time clock or in someone's memory. Every month you type them up again for payroll.
How staff scheduling works in Conciar
From rota to hours report, in the same system as your till.
- 1
Build the rota
In the week view you add a shift per person per day: start and end time, break, position and location. New shifts start as drafts.
- 2
Publish
Done? Publish the week. Staff with new shifts get an email listing their shifts, and see the rota when they sign in to Conciar.
- 3
Swap
Someone can't make it? They offer the shift, a colleague takes it and you approve the swap. Only then does the rota change.
- 4
Clock in and hours
Staff clock in and out at the till or in the browser. You see hours worked and planned per person and export them as CSV.
What staff scheduling does
Made for a hospitality business's weekly rota: planning, swapping, clocking in and counting hours.
Weekly rota per person
The whole week in one view, a row per team member. Shifts can run past midnight, and each shift has a position and a location.
Copy last week, plan open shifts
Copy last week's rota as drafts and change only what's different. Don't know yet who works a shift? Plan it as an open shift.
Shift swaps
Staff offer a shift and colleagues take it. You see every swap request in one place and approve or reject it.
No double booking
Conciar refuses a shift that overlaps another shift for the same person, swaps included. A shift is at most 16 hours.
Worked against planned
Per person: hours worked, hours planned and the difference, over any period up to a year. Add an hourly rate and you also see estimated pay: hours times rate, before employer costs.
Corrections and CSV export
Forgot to clock out? You correct the time, with a required note. Then export the hours as CSV for your payroll provider or accountant.
Clock in at the till
The time clock is part of the Conciar POS app. No separate device and no extra app: whoever unlocks the till with their PIN clocks in there too.
With their own PIN
Each team member unlocks the till with their own four-digit PIN. The clock button records hours for that person, not for the account the till is signed in with.
Linked to today's shift
When clocking in, the team member sees today's shift. The entry is linked to that shift and to the till's location.
Break on clock-out
When clocking out, the team member enters the break they took. The shift's planned break is filled in already.
Without a till too
No till where they work? Staff clock in through Conciar in the browser, on their own phone or computer.
AI outlook: how busy will it be?
Ask the Conciar assistant on WhatsApp, LINE or Facebook Messenger how busy the coming days look, and schedule more or fewer people accordingly.
Bookings and weather ahead
The assistant looks up how many reservations and guests are booked for each day, up to 30 days ahead, with the weather forecast for your location.
Compared with similar days
How did yesterday, last week or last month go? The assistant puts revenue, orders and covers next to comparable days: same weekday, similar weather, holidays excluded.
A summary every morning
At 9 am you get yesterday's figures in the same thread, how many guests are booked for today, and a note when rain is forecast.
You make the rota
The assistant doesn't build the rota or predict wage costs. You decide how many people to schedule; staff scheduling then shows whether hours worked matched the plan.
For restaurants using Conciar's reservation system. You connect WhatsApp, LINE or Facebook Messenger to Conciar and link your own account with a code. Questions to the assistant use your AI credits: every plan includes a small monthly allowance, and you can top up.
Staff scheduling in retail
Using the Conciar retail POS? Then you use the same staff scheduling. The rota, shift swaps, clocking in at the till and the hours export work in a shop exactly as they do in a restaurant, on the same terms.
What does staff scheduling cost?
Staff scheduling is part of Conciar's restaurant plans. Prices per month, excl. VAT.
Starter
+ €15 per month
On the Starter plan (€99 per month) you add staff scheduling as an add-on. Rota, swaps, time clock and hours export are all included.
Growth and Enterprise
Included
The Growth plan (€299 per month) and Enterprise include staff scheduling at no extra cost.
Try it free for 30 days first. See all pricing
Conciar or a spreadsheet and a group chat?
Many restaurants plan in a spreadsheet and post a photo of the rota in the group chat. Here's how that differs.
| Spreadsheet and group chat | Conciar | |
|---|---|---|
| Sharing the rota | Photo or PDF in the chat, again after every change | Publish the week; staff get their shifts by email |
| Swaps | Agreed in the chat, then you update the rota | Offer, take, approve; the rota updates itself |
| Double booking | Keep an eye out yourself | Overlapping shifts are refused |
| Hours worked | Paper notes or a separate time clock | Clock in and out at the till or in the browser |
| Hours to payroll | Type up and add up | Worked and planned per person, CSV export |
| Cost | Free | €15 per month on Starter, included from Growth |
A spreadsheet is free and everyone can use one. With a small, steady team and few changes, it often does the job. Conciar helps once swaps, tracking hours and payroll start taking time every week.
Restaurant staff scheduling FAQ
What is restaurant staff scheduling?
Building and keeping up the rota: who works when, in which position, and how many hours that adds up to. In hospitality the rota changes often, through busy days, sickness and swaps, so keeping it up usually takes more time than building it.
What does staff scheduling cost in Conciar?
On the restaurant Starter plan (€99 per month), staff scheduling is an add-on at €15 per month. Growth (€299 per month) and Enterprise include it at no extra cost. All prices exclude VAT.
How do staff clock in and out?
At the till: the team member unlocks the Conciar POS app with their own PIN and taps the clock button. Without a till, they can do it in Conciar in the browser. When clocking out they enter the break they took.
How do shift swaps work?
A team member offers a published shift. A colleague takes it, and a manager approves or rejects the swap. Only after approval is the shift in the colleague's name. Conciar checks the colleague isn't already scheduled at that time.
What do my staff see?
Staff see the published rota with their colleagues' names, and their own hours worked and planned. Drafts, pay rates and other people's hours are for admins and managers only.
Can I send the hours to payroll?
Yes, with a CSV export per period: per person the hours worked, hours planned, hourly rate, estimated pay and the number of open entries. There is no direct link to a payroll package; you or your accountant import the CSV.
How does AI forecasting cut labour costs in hospitality and retail?
By estimating ahead how busy you'll be, so you don't schedule more people than you need. In Conciar you ask the assistant on WhatsApp, LINE or Facebook Messenger how busy it will be. It gives the reservations and guests already booked per day, with the weather forecast, and compares past revenue and covers with similar days. You base your staffing on that. The assistant doesn't build the rota or predict wage costs; you decide. Afterwards, staff scheduling shows hours worked against planned per person, with estimated pay. This outlook is for restaurants; Conciar has no AI forecast for shops.
Does staff scheduling work in retail too?
Yes. Shops on the Conciar retail POS use the same staff scheduling: rota, swaps, clocking in at the till and hours export. There too it's a €15 per month add-on on Starter and included from Growth. To cut labour costs and improve service, compare hours worked with hours planned every week, and put more people on busy hours and fewer on quiet ones.
What if someone forgets to clock out?
If an entry stays open for more than 16 hours, Conciar flags it for review and the team member can still clock in for their next shift. Open entries don't count in the hours report until a manager corrects the time. Every correction needs a note.
Can I try it first?
Yes. You can try Conciar free for 30 days. On Starter you can turn on staff scheduling during the trial, and you only pay once the trial is over.
Spend less time on the rota?
Try Conciar free for 30 days, with staff scheduling, POS and reservations in one system.