OtisIO for hospitality
Know who closed up, and how, at every venue.
Stop taking their word for it. Your opening and closing procedures go on your team's phones step by step, with your own instructions on each one. Every step is signed by the person who did it, timed, and backed by a photo where it matters, and it is all filed by site and date. If a close is not finished, you know there and then, and who was on shift.
No credit card required.
Updated October 2026
Your whole operation, from contract to close.
Every policy, procedure and form your venues run on, on your team's phones and filed for you. It works the same way wherever food and drink are served.
- Restaurants
- Pubs
- Bars
- Cafés
- Hotels
- Coffee shops
- Gastropubs
- Takeaways
- Bakeries
- Food halls
- Event venues
- Street food
- Members' clubs
- Breweries and taprooms
- Dark kitchens
- Contract catering
Opening and closing
Every step signed, timed and photographed, with your procedure on it.
Food safety records
Temperatures, cleaning, probe checks and incident reports, always on file.
Takings and reports
Wet, dry, delivery and covers in, totals and spend per cover out.
Staff, start to finish
Contracts signed on the phone, right to work, clocking in and the rota.
The problem
The paperwork says it was done. But was it? Temperature records filled in at the end of the night, all in the same pen. A closing check nobody signed. A new starter on their second shift who never saw your procedure. A contract that never came back, and a visa that ran out three weeks ago. You only find out when the environmental health officer is standing in the kitchen, or when something has already gone wrong. Put every check, every record and every staff document on your team's phones, signed, timed and filed as it happens, and you stop having to take anybody's word for it.
01
Food safety records you never have to chase
Fridge, freezer, hot holding and delivery temperatures arrive on the right person's phone at the times you set. A reading outside its safe range is saved, flagged in red, and they have to say what they did about it before they move on. Cleaning schedules go out daily, weekly and monthly, probe thermometer checks go out on the last day of the month, and accident and alleged food poisoning reports are filled in on the spot and signed. When an inspector asks, every record is there by site and date.
02
Takings without the spreadsheet
At the end of the night, whoever is on shift puts the figures off the till into their phone: wet and dry sales, service charge, Deliveroo, Uber Eats and online orders, covers, cash, card and vouchers. The totals and the spend per cover work themselves out. Every site lands in one daily and weekly takings report you can download whenever you like, or have in your inbox every Monday morning.
We build it from your own documentation
Send us your documentation, your policies or both: your opening and closing procedures, temperature records, cleaning rota and takings figures. We turn them into checklists that look like what your team already uses, so there is next to nothing to learn. They open the app and it tells them what is due.
03
From signed contract to first shift
Upload your own employment contract from Word and send it to a new starter's phone to read and sign; the signed copy files itself on their record. Right to work, visas and food hygiene certificates sit there too, with reminders to you and to them before anything runs out. Your handbook and procedures go to the people who need them, and you can see who has read and confirmed each one. Nothing lost in a drawer, nothing out of date by surprise. It is the start of a full HR system, and the next section shows the rest.
A full HR system
All of your HR in one place, and so much more
This is not a clock-in app with a few forms on the side. From a new starter's first day to a formal warning, every part of looking after your people is in one record, next to the rota it affects, and the checks, records and takings on this page run on the same people and the same phones.
One record per person
Contact details, role, emergency contacts, skills, documents, training and leave balance in one place, with pay details only for the roles you choose.
Contracts and policies
Contracts, handbooks and policies sent for signature on the phone. Every signature is timed and filed on the person, so you can show who agreed to what, and when.
Onboarding that runs itself
A new starter's checklist covers the documents to sign, the forms to fill, ID and right to work evidence, courses to take and kit to issue, and you see where each person has got to.
Right to work and certificates
ID, right to work evidence, visas and food hygiene certificates, with reminders to you and to them before anything runs out.
Holiday and time off
Allowances, accruals, bank holidays, carry-over and length of service ladders. Requests are approved from the app and staff see their own balance.
Absence and lateness
Staff report an absence in one tap, no-shows and late arrivals are found against the rota, and you are warned when someone crosses the line you set.
Warnings and HR cases
Warnings, performance improvement plans and formal letters, with investigations and letter templates you can edit, all kept on the person's record.
Zero hours pay and holiday
For zero hours staff, holiday builds at 12.07% of the hours they work and is paid when taken, or rolled up into each payslip, whichever you choose for each person.
Training that expires on time
Courses, quizzes and certifications, assigned to a role or a named person, with expiry dates and reminders so nobody is working on a lapsed certificate.
04
Clocking in and a rota that knows the cost
Staff clock in by scanning the QR poster at the door, on a tablet by the till, or on their own phone, and every clock-in lands on one timesheet ready for payroll. Build the rota and see the week's labour cost as you go, against a weekly budget for each site. Holidays work themselves out properly, for part-time and zero hours staff too, with bank holidays handled.
Rotas
Hospitality rotas without the 10pm phone calls
Build next week in minutes, publish once, and let your team sort out cover between themselves within your rules.
The week built in minutes
Copy a week that worked or start from a template, drag shifts between people and sections, and let clashes with availability and approved leave surface as you type. Publish once and everyone is notified on their phone.
Staff fill the gaps, not you
Publish uncovered hours as open shifts and let eligible staff claim them, first come or with your approval. Swaps work the same way, so cover is arranged between staff while you keep the final say.
The tablet by the till is the clock
Mount any tablet for PIN clock-in, or let staff clock in on their own phones with a location stamp. There is no clocking in machine to buy, and every punch lands on the same timesheet.
Cost before it hits the P&L
Every draft rota shows its wage cost live, with overtime flagged per person before you publish, so a busy Saturday is never a payroll surprise.
Hospitality offer
The whole pack for £129 per month
Everything on this page, for one price that stays the same for as long as you are with us. Sign by 31 January 2027, and we set it up with you.
- Opening, closing and cleaning checks with photo proof
- Your own procedure on every step
- Temperature, takings and food safety records, filed by site and date
- Recurring tasks, assigned to a person or a team
- Forms for one-off jobs: incident reports, stock checks, maintenance requests
- Contracts signed on the phone
- Right to work and food hygiene certificates, with reminders
- HR cases: warnings, improvement plans and formal letters
- Holiday allowances, accruals, bank holidays and length of service ladders
- Zero hours pay and holiday worked out for you
- QR, tablet, face or phone clock-in
- A rota with live labour cost, open shifts and auto-assign
- Takings and food safety reports, emailed to you on a schedule
- Payroll and accounting links
- Every site you run, with no limit
OtisIO Pro for hospitality
Normally £179 billed annually
£129
per month + VAT, billed annually
or £149 per month billed monthly, normally £199
for your first 30 people
You save £50 per month, £600 per year
Get your hospitality quoteBook 15 minutes with us. We send your quote and set everything up with you, from your own documentation and policies. For restaurants, pubs, bars, cafés, hotels and other food and drink businesses that sign by 31 January 2027.
Your people, your procedures
Everything that sits behind the shift
Contracts
Send an employment contract to a new starter's phone to read and sign. The signed copy files itself on their record.
Procedures on every step
Your own instructions sit on the step they belong to, so the new starter on their second shift does it your way.
HR cases
Warnings, performance improvement plans and formal letters, kept in one place with the person's record.
Holiday allowances
Give each person an entitlement, count their days against it, build it up as they work, and add length of service ladders and bank holidays.
Zero hours pay and holiday
For zero hours staff, holiday builds at 12.07% of the hours they work and is paid when taken, or is rolled up into each payslip, whichever you choose for each person.
Recurring tasks
Set a job to repeat daily, weekly or monthly and assign it to a person or a whole team. It lands on their phone, and you see who has done it.
Forms for one-off jobs
Build a form once, such as an incident report, a delivery check or a maintenance request. Anyone fills it in on their phone when it is needed, and it is filed by site and date.
The app in their pocket
Rota, clock-in, tasks, chat, announcements and time off, in one app on their own phone.
Reports you do not build
Takings, food safety and timesheets run by site and by week, and the right ones arrive in your inbox on a schedule.
Built from these features
Control every site without being there
See which checks are done, which are late and who was on, across every venue, from your phone. Tell us how your sites run and we will shape OtisIO around them.
Questions from hospitality owners
How do I know a step was really done?
Each step is signed by the person who did it and timed to the minute. Where it matters you can make a step need a photo, and insist it is taken on the camera there and then rather than picked from the phone's gallery, so a picture of last week's fridge display will not do.
What happens if the close is not finished?
Each checklist has a due time. If it is not done by then it shows as overdue on your screen, with who was on shift at that site, so you know that night rather than the next morning.
Will my staff need training?
Next to none. We build the checklists from your own documentation and policies, so they look like what your team already uses. Staff open the app and it shows them what is due, step by step, with your instructions on each step.
Can it keep our food safety records?
Yes. Temperature checks, cleaning schedules, probe thermometer checks, deliveries, accident reports and alleged food poisoning reports are all kept by site and date, with who did them and when. A reading outside its safe range is flagged and the person has to record what they did about it.
Does it replace my till or booking system?
No. It runs your team and your records: checks, forms, takings, staff files, clocking in, rotas and holidays. Your takings figures are entered from the till at the end of the night, and the reports bring every site together.
Can staff swap shifts without ringing me?
Yes. Staff propose a swap with an eligible colleague or claim a published open shift, and it either applies automatically or waits for your approval, depending on the rules you set.
Do we need a clocking in machine?
No. Any tablet becomes the clock-in point with a PIN, staff can clock in from their own phones, and face recognition is available if you want it. Every punch lands on the same timesheet, ready for payroll.
Can I see labour cost before I publish the rota?
Yes. Each draft shows scheduled hours and labour cost per day and per week from the wage rate on each profile, and flags where a shift would push someone into overtime.
Does it handle several sites?
Yes. Each site has its own checklists, register and rota, staff can work across several, and you can see every site at once, with no limit on how many sites you run.
What does it cost?
For hospitality businesses that sign by 31 January 2027 the price is £129 per month plus VAT billed annually, or £149 per month billed monthly, for your first 30 people, and it stays at that price for as long as you are with us. It is normally £179 billed annually or £199 billed monthly. Get in touch and we will send your quote and set it up with you. It includes everything on this page: procedures on each step, HR cases, contracts, holiday and zero hours pay, recurring tasks, forms, certificates such as food hygiene, and reports emailed on a schedule.
See your own close running this way
Fifteen minutes, your sites and your policies. We will show you what it looks like for you, then set it up so your team can start on day one.
No credit card required.