Workforce management
OtisIO makes the complicated, controlled.
Just as at home in a glass-fronted office
Time management, operations, security, HR and more, all in one place. Say goodbye to 10+ different suppliers and say hello to the one new industry standard.
Rotas, clocking in, patrols, time off, tasks, chat and HR in one app. Free for up to 10 people, no credit card.
What you can do here
Four jobs that usually take four systems
Most shift businesses run these on separate tools that do not talk to each other, with a spreadsheet in the middle holding it together. Here they are one login, one set of people and one set of sites. Start with what the business needs now and turn the rest on when it asks for it.
Time
Know who is working, where, and what the week costs before it starts. Then let the hours record themselves, so what payroll runs on is what actually happened.
Operations
Hand out the job, the checklist and the form on the same screen people clocked in on, and get it back done, with a photo and a time against it.
Security
Prove the round was walked, not just booked. Checkpoints get tapped, missed ones raise themselves, and it happens in the same app that rotas the guard and counts their hours.
People and HR
One record per person holding the document they signed, the course they passed and the qualification that expires next month, so nothing lapses quietly.
Go deeper:
Why OtisIO
The best value on the market.
You are not buying a thin plan and then buying the useful parts back one at a time. This is built by people who run shifts on it every day, not by a committee reading a feature list, so when something is annoying it gets fixed rather than filed, and the things below are in the product because the work needed them.
01
Time clocking that works for your business
From your phone with GPS geofencing, at a site or office entrance with facial recognition, from a laptop at a desk or at home as a developer or an office worker starts the day, or from an NFC tag at the staff entrance that moves when the entrance does. Your time is precious and we keep it under control. The kiosk runs on a tablet you already own rather than a biometric unit you buy, the matching runs on that tablet rather than on a server, and a PIN is always there for anyone who does not opt in. Geofenced clock-in arrives with Growth, the face kiosk is included from Pro, and every route lands on the same timesheet.
Every way to clock in02
HR that runs from their offer letter to their last day
One record per person holds the documents they have signed, the courses they have passed, and their skills and qualifications with the expiry date attached. Reminders go out at 30, 14 and 7 days, to the person and to their manager, and a qualification can be set as a requirement on a shift, so putting someone on that job with a lapsed ticket takes a deliberate override rather than happening by accident. The offer letter itself is written from your own template with merge fields and signed on screen, the new starter then runs an onboarding checklist, and on their last day a leaver is archived in one click, which frees the seat and ends their access while the record stays. Skills and qualifications, courses and letter templates arrive with Pro.
HR & training03
Asset management
Sign kit and plant out to a named person and back in again, with a signature against every item, so you always know who has what. Hired plant carries its cost and the date it is due back, and LOLER, PAT and service certificates are kept against the kit with their expiry dates.
Equipment sign-out04
Expenses
Staff photograph a receipt on their phone, add it to a claim and send it for approval. Approved claims go straight to Xero, QuickBooks or FreeAgent, so nobody types them in twice.
Expense management05
Security management
Patrol rounds on NFC tags or printed QR codes, on a schedule or at random times, with an alert the moment a checkpoint is missed. A live control board, jobs sent straight to a guard’s phone, and a record of every round you can hand to your client.
Security patrolsAlso in the app
Everything else your team runs on
People
The daily work
Sites, kit and spend
Every screen it lives on
Phones, tablets, Mac and any browser
One account, whichever screen is nearest. A phone in a pocket, a tablet mounted by the door, a tag on the wall, the Mac desktop app, or any browser at all. On iPhone a running shift sits on the lock screen as a Live Activity, so nobody has to open anything to see they are still clocked in; the Mac desktop app does the same job on a desk.
What matters is that they all end up in the same place: one rota, one timesheet, one set of hours to approve, no matter how mixed your team is.
What you pay for
Only pay for what your business needs
Every paid plan is complete for the working day: rotas, clocking in on every surface there is, timesheets, time off, tasks, chat and HR, with your first 30 people included and a published per-person price after that. The specialist work sits on top of that, so nobody pays for a workflow their business will never open. Security patrols arrive with Pro, and the face-recognition kiosk and Asset Management are modules you switch on, and off again, from your own billing page: Enterprise includes both, and below it facial recognition is added from Pro upwards and Asset Management from Growth upwards.
Not sure which plan fits? The whole feature-by-plan table is published on the pricing page, and if you would rather talk it through, speak to the team and we will set it up with you. Start a trial instead and we open a conversation with you in the app shortly after you sign up, where you tailor the package. Move up, move down or turn a module off as you grow.
- people included in every paid plan
- 30
- people included in every paid plan
- ways to clock in, one timesheet
- 6
- ways to clock in, one timesheet
- day trial of any paid plan
- 14
- day trial of any paid plan
- people free, with no time limit
- 10
- people free, with no time limit
When it gets serious
Built for one site. Ready for forty.
Multi-site from the first day
Locations, teams and targeted announcements are organised around your sites from the start, with organisation-level views across the whole estate. Nothing has to be re-modelled when the second site opens.
Public holidays, imported not typed
Your region's public holidays load automatically, substitute days included, and land in everyone's time-off calendar. Nobody re-keys them every year.
Location at the punch, nothing more
GPS is checked at clock-in and clock-out, and never through the day. No screenshots, no activity scores, no tracking between punches. Proportionate on purpose, because the alternative is a workforce that resents the tool.
Proof when someone asks for it
Qualifications and licences carry expiry reminders on every profile, Pro plans add a full activity audit log, and Enterprise can require two-step sign-in for everyone.
Small team? It's free. Properly free.
Up to 10 people at one location, with rotas, a time clock, tasks, chat, announcements and time off included. No time limit, no card, and no nagging to upgrade until you actually grow.
Common questions
Do staff need to download an app?
There is a native staff app on both the App Store and Google Play, and the web app installs to any phone's home screen in two taps with no app store needed. Shared-device kiosks and NFC tags cover staff without smartphones.
What does the free plan include?
Up to 10 people at one location with rotas, PIN kiosk clock-in on a shared tablet, tasks, chat, announcements, time off and basic reporting. Personal phone clock-in, NFC and face clock-in are available on paid plans. No card, and no trial countdown.
Can it run security patrols as well as rotas?
Yes, natively. Patrol rounds with NFC checkpoints and automatic missed-checkpoint flags are part of the platform from the Pro plan, in the same app that does the rotas, clocking in, leave and chat.
Do we need to buy a clocking in machine or patrol wands?
No. A tablet you already own becomes a clock-in kiosk with a PIN, or with face recognition, which is included from Pro, staff phones clock in with GPS, and NFC tags you write yourself cover both clock-in points and patrol checkpoints.
How long does setup take?
Most teams are running the same day: add people, build a week from a template and publish. Staff join by email invitation with nothing to configure.
Do I have to buy separate modules?
Only if your business actually needs one. Every plan is complete for the working day on its own: rotas, clocking in, timesheets, time off, tasks and chat, with nothing essential held back. One module, Asset Management, is priced separately for teams that run an equipment register, and you add or remove it yourself from the billing page at any time. The pricing page has the full feature-by-plan table so you can see exactly what each plan includes before you sign up.
Can I switch from another provider?
You add your team by email invitation, and week templates rebuild your existing shift patterns in a few minutes rather than a few days. The 14-day trial is long enough to run a full week in parallel with your current system before you commit.
Where is my data held?
Data is hosted in Europe, protected with two-factor authentication on every plan, with strict per-company isolation: every workspace has its own database. Enterprise plans can enforce two-factor authentication for all staff.
See it with your own team
Set up takes minutes: add your people, build a week and publish. Free for 14 days on every paid plan, and free for up to 10 people.
No credit card required.