Staff Roster for Restaurants, Bars and Venues

Build the week by person or by station

The roster shows one week at a time, Monday to Sunday, with each day's service periods across the top. Add a shift to a person and a day with its start, finish, break and station. Floor, Bar, Host, Kitchen and Management are offered first, or type the station your venue uses. A shift that ends after midnight still belongs to the night it started.

• Switch between People and Stations to see the week by who is working or by what needs covering.
• Copy last week, or save a week as a template and load it on another.
• A shift with nobody on it is an open shift, listed at the top for the team to pick up.
• The row under the grid counts how many people and hours each day has.

Publish it, and the team confirms

Shifts stay in draft until you publish. Only then does the team see them, and each person with a Gaplessly login gets one email listing their shifts for the week. Change a shift after that and it is marked as changed until you publish again, so nobody works from an old version.

You can ask the team to confirm what you published. Each team member sees their own shifts for the week at the top of the roster, with a button to confirm each one, and the grid shows you which are confirmed and which are still waiting.

Open shifts, offers and swaps

From their own shifts, a team member can offer one to a colleague or to anyone, or ask to swap it for someone else's. Open shifts and offers to anyone sit in an Up for grabs list for the people who can take them.

By default an accepted offer, an agreed swap or a picked-up shift waits for a manager before it changes the roster, and the person giving a shift away stays on it until then. Turn that off and the change goes straight onto the roster.

Leave, with the shifts sorted when you approve it

A team member asks for leave with a first day, a last day, a type and a note: holiday, sick, personal, training or other. Managers can add leave for anyone directly. A request shows on the roster as Leave requested on those days until someone decides.

When you approve, choose what happens to the shifts the person already has in those dates: take them off the roster, or turn them into open shifts for someone else to pick up. Approved leave shows as On leave, and the roster warns you if anyone is rostered while they are away.

Wages against the covers you have booked

Most rostering tools estimate how busy you will be from past sales. Gaplessly already holds your reservations, so the roster puts the covers booked for the week next to the hours and wages rostered against them.

• Rostered hours for the week, with breaks taken off.
• Wage cost from each person's pay rate. If your POS sends sales to Gaplessly, the cost shows as a share of those sales.
• Booked covers for the week and covers per person on, for each service period.
• A chart for any day: covers booked and people on, hour by hour, so a short-staffed 7pm shows before the night.

Pay rates and wage costs are visible to admins and Management only.

Rest and hours warnings, and the timesheet

Set the rules you roster to, such as the longest shift, the most hours in a day or a week, the most days in a week and the rest between shifts, and give each person the rules that apply to them. A shift that breaks one gets a warning, and so do overlapping shifts and shifts on approved leave. A warning never blocks you: a manager can keep the shift and write down why.

Export hours downloads the published week as a file: each person, date, start, finish, break and, with pay rates set, the cost, ready for your payroll tool.

The rules are the ones you enter. Gaplessly does not work out award or enterprise agreement conditions for you.

Already on Deputy? Send it your bookings

If you roster in Deputy and want to keep it, a downloadable n8n workflow sends Deputy your booked covers. Every hour it reads the next 14 days of reservations through the Gaplessly API and sends Deputy one figure per hour of your venue's day, as a custom metric it shows next to its own sales and forecasts while you build the roster.

The workflow file is new, and we have not yet run it in a live n8n account. The integrations page has it with the other n8n workflows.

What it does not do yet

There is no clock-in or clock-out and no payroll. The export is the published roster, not the hours someone actually worked. Shifts go out by email and on the roster itself; there are no text messages and no calendar feed for shifts yet.