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Features / Rota & time tracking
Rota & time tracking

Every shift planned, every hour counted.

Plan the week on one grid and let staff clock in at the branch. Leave, contract hours and overtime add up as the month goes on, so month-end is no longer an evening with spreadsheets.

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MonTueWedThuFriSatSun
Anna clocked in · 09:58 · Vienna
Reminder sent · Ben not clocked in
Leave approved · Clara · 2–6 Nov
Tomorrow’s shifts sent · 6 people

Leisbase chases late starters for you.

When a shift starts and nobody has clocked in, the person gets a reminder with a “Start shift” button. If that doesn’t help, their supervisor hears about it, long before a guest stands at an empty desk. And the evening before, everyone already knows tomorrow’s shift.

Requests & leave

Leave requests land with you, not in a group chat.

Sick leave, time off and holiday: staff send the request, you approve or decline with one click, and nobody has to scroll back through a chat to find out who asked first.

  • Requests also through the Telegram bot, from anywhere
  • Holiday account with opening balance, monthly accrual, carry-over rules and corrections
  • “On duty now” shows who is actually at work
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Time clock

Clocking in happens at the branch, not on the sofa.

Staff clock in on a tablet at the branch with a PIN or QR code, or in the mobile app for your team which checks that they are really on site. Every clock-in lands on the right shift in the Timesheet.

  • Time-clock station with a Wi-Fi or GPS check of the location
  • Between clock-ins the tablet shows who is on shift, who is late and who comes next
  • The app also shows the next games, team chat and today’s tasks
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Team feed

The first page of every shift.

Open the team feed and “My day” is at the top: today’s shift, today’s tasks, requests still waiting for approval and updates to confirm. Beside it you see who is on shift today and who has already clocked in.

  • Quick actions for sick leave, time off and holiday
  • Announcements with read confirmation, polls and kudos
  • Birthdays and work anniversaries, so nobody is forgotten
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Routines

Opening and closing, ticked off every time.

Set up the opening and the closing routine once as repeating tasks, with each step as a subtask. Every time the task comes back, its subtasks are open again, and the person it’s assigned to sees it among their tasks for the day. The laminated checklist by the till can go.

  • Repeating tasks with subtasks that reopen every time
  • Board, table or calendar – a saved view per person
  • Notifications and digests by email or Telegram
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Capabilities

What’s included

Week grid with shift types

Early, mid, late, standby, off, sick, time off and holiday per person and day, with gaps and over-contract hours shown above.

Staffing forecast

See how many people the coming days are likely to need before you fill the grid.

Game skills per person

Note who can run which game, so you know who can cover a room when you plan.

Team calendar

Who is away on which day, visible before you put someone on the rota.

Payroll-ready timesheets

Contract hours, salary and overtime rate per person, with a PDF time report and a pay export.

Staff KPIs and goals

Goals and KPIs per staff member, in the same place as their shifts.

Frequently asked questions

Can I choose when the shift reminder goes out?

Yes. You set how many minutes after the shift start the reminder is sent, in the Timesheet. Each person picks in their profile whether it reaches them on Telegram or in Leisbase.

Do seasonal staff need an email address?

No. You create an account with a username and a temporary password. On first sign-in the person has to set up two-factor authentication, so accounts without email are still protected.

Which languages can my team use?

The staff panel comes in several languages, and everyone picks their own.

Does Leisbase run our payroll?

No. Leisbase prepares the figures; the payroll itself stays with your payroll office or accountant.

Works well with

Team chat & calls

Channels, live dictation, calls with AI notes, repeating meetings and a team feed – your team’s talk in one place.

Learn more →

Tasks & projects

Projects and tasks with subtasks, saved views and live updates – created from chat, Telegram or AI.

Learn more →

Academy & knowledge base

Knowledge base, onboarding with tests and sign-off, updates with read receipts – plus documents with expiry dates.

Learn more →

From the blog

18 Sep 2026 · 7 min readWeekend and holiday rotas: no room left unstaffedRead the article →28 Aug 2026 · 6 min readThe 7 numbers every venue owner should watchRead the article →11 Sep 2026 · 6 min readHow to kill no-shows without annoying your guestsRead the article →

See Leisbase with your setup.

We’ll show you the system with your locations, rooms and prices – and talk through how your data moves across.

Book a demo → See pricing