For your site's daily work
Rotas, working time and handovers
Plan shifts, record actual working time and share handovers so the next team can see what needs attention.
14 days of Core free; then 22 €/month including one location and 12 €/month per extra location.
What you can do
- Planning and actual time
- Keep planned shifts distinct from actual start and finish records. Spain's guidance uses the 40-hour annual-average reference and four-year time-record retention.
- Applicable agreements
- Review collective agreements, rest and individual conditions. A planning warning does not determine whether a shift is lawful.
- Clock in and out
- Staff clock in and out on their own phone, with entries matched to published shifts so managers can review planned against actual work. Basic clocking remains in Core. Pro and Operations add recorded breaks, reviewed wage inputs and optional site-configured location or photo clock-in evidence. Owners review unpaid and manually classified overtime minutes within payable hours before using payroll-input reports.
- Team messaging — Core, Pro and Operations
- Keep site channels, private messages and custom groups together on personal phones and the web. Share quoted replies and reactions, search conversations and messages, and mute nonurgent discussions. Photos and supported files upload while online; pending text and replies stay encrypted on the device and retry with their original content. Current membership and location permissions still apply. Private messaging stays off the shared kitchen tablet.
- Quick team polls — all plans
- Ask a single-choice question with two to six options and a closing time. Each person can change their choice until the poll closes. Results show option totals without exposing a voter list; the chosen organisation, location and role audience controls access.
- Scheduled announcements — all plans
- Write an announcement now and choose when it becomes visible. Owners and managers can review, reschedule or cancel a pending post. The selected audience cannot read it early; due notifications respect each person’s notification preferences.
- Workforce planning — Pro and Operations
- Record recurring availability, publish open shifts and review shift swaps. Owners set base and optional overtime rates, review actual breaks and manually classify overtime within total payable minutes. No statutory overtime thresholds are inferred; Operations adds separately configured, owner-reviewed pay premiums. Site policies control optional location or photo clock-in evidence. Payroll reports support your payroll review.
- Individual target hours — Pro & Operations
- Compare each person’s contracted weekly target with published shifts and recorded hours across your locations. Effective-dated targets and an explicit contract timezone preserve history; incomplete site coverage is labelled rather than treated as a full comparison.
- Published rota acknowledgements — Pro & Operations
- Staff explicitly acknowledge the published shift they reviewed. A later published change needs a fresh acknowledgement; unpublished drafts leave the existing receipt intact. Pending confirmations retry with the same identity.
- Individual break rules — Pro & Operations
- Assign reusable, versioned break policies to employees. New clock-ins retain their original policy; reminders and review warnings compare required minutes with actual recorded breaks. Missing breaks never cause an automatic unpaid deduction.
- Working patterns, personal calendars and reviewed leave balances — Pro & Operations
- Set explicit working patterns and personal holiday dates, review planned-holiday restrictions and recorded overrides, and keep prospective leave balances with an adjustment history. Owners configure the values; the app does not calculate statutory entitlement or automatic accrual.
- Staff expense claims — Pro & Operations
- Staff submit their own purchases with an exact amount, currency and private receipt photo or file. Owners approve or reject with notes and export the permitted claims. Submitted details and decisions stay on record; approval does not send a payment.
- Reusable rota templates and reviewed changes — Pro & Operations
- Save a rota pattern, choose staff assignments and preview conflicts before applying it as draft shifts. Review bulk changes to drafts and publish through the existing rota workflow. Nothing drafts or publishes a rota automatically.
- Owner-only rota budgets — Pro & Operations
- Compare planned base pay with an explicit weekly budget. Estimates use the planned shift interval and effective base rates, including planned breaks. Missing rates and mixed currencies are flagged; premiums, taxes and employer costs are excluded.
- Minimum-staff checks for leave review — Pro & Operations
- Owners configure minimum staffing by location, role, weekdays and time window. Leave review checks published shifts and existing approved absences for shortfalls. An owner records any permitted exception explicitly; the system does not calculate statutory leave entitlement.
How to use it
Prepare the schedule
Assign shifts with the site's time zone and staffing needs.
Record and hand over
Record actual work and pass outstanding tasks or incidents to the next team.
Information you can review
ProCafe does not certify the business's compliance. Use your business records and the feature guide to check what has been saved. Review Spain's pack and official sources when adapting controls to your activities.
- Records associated with the correct site and work
- Information and decisions available to authorised staff
- Spain's source guides and procedure drafts remain in Spanish
Related features
Organise your site's records.
14 days of Core free; then 22 €/month including one location and 12 €/month per extra location.