Rota software that checks the law as you plan.
Build next week’s rota in minutes, and KivoHR won’t give a shift to someone missing a course you’ve marked as needed or, once you switch it on, whose right to work has lapsed. It warns about rest and the 48-hour average as you plan, and holds back a shift over an under-18’s limits.
14 days free · no card needed
Hillside · week of 2 Nov
Draft · 186 hours · within budget
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1
Plan
Add shifts with your usual times, drag to move or copy them, or copy last week. Open shifts go to everyone qualified.
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2
Check
Training, rest between shifts, young workers’ limits, leave and, if you choose, right to work, checked as you drop each shift.
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3
Publish
Staff get it on their phone. Swaps and cover requests come back to you for one-tap approval.
Stops the costly mistakes
It refuses the shift, and says who could do it instead.
Employing someone without the right to work can cost up to £60,000 per worker. KivoHR checks every shift against your records before it reaches the rota. Choose the date it starts refusing shifts for a lapsed check, and it holds from then on.
- Right to work, including follow-up dates, from the date you choose
- Training that must be in date for the role
- Booked holiday and sickness
AI With AI switched on, Ask Kivo answers “who’s working Saturday?” or “which shifts are uncovered next week?”, and staff can ask about their own shifts. AI in KivoHR
Add shift · Thu 5 Nov · 08:00–16:00
ExampleAna Costa
Care assistant
Ana Costa
Care assistant
Ana can’t work this shift. Her right-to-work check lapsed on 1 Nov. Book a follow-up check
Who could cover
Sam Reid · 28h this week Available
Lea Park · 32h this week Available
Working Time Regulations
Rest breaks and young workers, counted for you.
11 hours between shifts, weekly rest, the 48-hour average and the tighter limits for under-18s, checked as you plan, with breaks checked from clocking. An adult’s hours get a warning and an opt-out record for anyone who signs one; an under-18’s shift over the limit is held back unless it is overridden for that shift.
Checks on this week
11 hours’ rest between shifts 1 warning
Breaks over 6 hours All in
48-hour average (17 weeks) Within
Under-18s: 8h a day, 40h a week Within
On every phone
Staff see their shifts, swap them and pick up open ones.
Published rotas arrive on the KivoHR app, swaps reach a manager with the checks already done, and an open shift goes only to people qualified and free to take it. Someone who can’t work a shift can offer it to everyone who could: the first to say yes takes it, and their manager still confirms the swap.
About the appMy shifts
Mon 2 Nov08:00–16:00
Hillside · Care assistant
Tue 3 Nov08:00–16:00
Hillside
Open shift · Sat 7 Nov Weekend
Mon 9 Nov12:00–20:00
Hillside
Works with the rest of KivoHR
- Clocking and kiosk Actual hours against the rota, into timesheets.
- Leave and absence Holiday and sickness show on the rota as they’re booked.
- Right to work The checks the rota relies on, with follow-ups booked.
- For care services Rotas that check mandatory training before the shift.
- For hospitality and retail Young workers’ limits and swaps for shift teams.
Rota software: common questions
Can staff swap shifts themselves?
Yes. A swap goes to the manager with the checks already done, and they approve it with one tap.
Does it work for several sites?
Yes. Each site has its own rota, and a person can work across sites with one set of hours checked together.
Does it plan the rota for me automatically?
No. You plan it, KivoHR checks it, copies last week’s and suggests cover. It doesn’t build rotas from forecasts.
Plan next week’s rota in minutes.
14 days free, no card needed.