THE FACILITIES ROTA STANDARD
ROTA SOFTWARE
FOR
FACILITIES TEAMS
Build reliable rotas in minutes. Keep every site covered across early starts, late finishes, weekends, and callouts, with a clear view of who is on shift, where, and what still needs covering.
STAY COVERED ACROSS EVERY SHIFT, WITHOUT THE ROTA FIRE DRILL.
Planning-led scheduling for facilities teams
STANDARD PATTERNS FOR REAL-WORLD SHIFTS
Build reusable patterns for early starts, late finishes, split shifts and weekend cover. Assign them to team members so contracted hours reflect how your sites actually operate, not what a spreadsheet assumes.
REPEATING ROTAS THAT RUN THEMSELVES
Create multi-week rotation rules for weekend duty, on-call, and alternating site cover. Set the cycle once and keep it consistent week after week without rebuilding the rota from scratch.
HOURS VISIBILITY THAT PREVENTS OVERTIME SURPRISES
See under-coverage and hour imbalances early, before they turn into overtime or last-minute contractor callouts. Leave and sickness sit alongside the rota, so gaps are obvious and easier to fix.
WHERE HR DATA MEETS SITE COVER.
ONE LINKED SYSTEM.
Most facilities rotas fall apart because people data lives somewhere else. Evalu-8 keeps HR and rotas connected, so roles, approvals, availability and compliance checks stay aligned and you always know who can cover what, and where.
ROLE & SITE READINESS CHECKS
Before you assign a shift, the system can check key requirements are in place, like role approval, site induction, or required training, helping you avoid putting the wrong person on the wrong job.
LEAVE THAT UPDATES THE ROTA AUTOMATICALLY
Approve leave once in HR and rota availability updates instantly, reducing double-booking and making cover gaps visible earlier so you can fix them before the shift goes red.
AUDIT READY
CLEAR, DEFENSIBLE PROOF FOR
SITE & CONTRACT REVIEWS
When a client asks questions or an incident needs a timeline, you shouldn’t be digging through messages and old rotas. Evalu-8 keeps a clean record of shifts, locations, roles and edits, so you can show what was planned, what happened, and who approved the change.
- Instant planned vs delivered cover reports by site, team and shift, including late changes
- Full change history for swaps, sickness cover and overtime, with timestamps and approver details
Scheduling Strategy
BUILD THE PATTERN FIRST.
FILL THE SHIFTS AFTER.
Create working patterns for each facilities team (cleaning, estates, catering, reception), including early starts, late finishes, split shifts and weekend cover. For anyone without fixed days, assign shifts individually so the rota reflects how your sites actually operate, not best guesses.
- Set patterns with clear break rules for early, late and split shifts
- Link patterns to contracts so hours match real cover needs
- Use shift-by-shift scheduling for relief staff, sickness cover and callouts
BUILT FOR FACILITIES TEAMS.
One shared staff pool. Total visibility across every site, shift and service line, including contractors and relief cover.
HOUSEKEEPING
Daily cleaning + room turns
MAINTENANCE
Reactive + planned cover
CATERING
Daily service staffing
FRONT OF HOUSE
Consistent desk cover
MULTI-SITE FM
One view across locations
PROTECT REST TIME
WITH FATIGUE
RULES.
Apply minimum rest rules between shifts to prevent back-to-back late finishes and early starts. It’s a practical way to reduce fatigue risk for facilities teams handling callouts, driving between sites, lone working, and safety-critical tasks.
- ENFORCED MINIMUM REST BREAKS
- LIMITS ON CONSECUTIVE DAYS & SHIFT CLASHES
Kill the CONTRACTOR SPEND.
Don’t ring a contractor just because a shift is uncovered. Evalu-8 helps you quickly identify internal relief staff who are available, under their contracted hours, and approved for that site or role, so you can fill gaps without paying callout rates.
Average contractor spend reduction:
22%
Rotas aren't just for CLEANING TEAMS.
One shared facilities staff pool. Total visibility across every site, shift and service line, including relief cover and contractors.
ESTATES & MAINTENANCE
Coordinate reactive jobs, planned cover and on-call across sites, without losing track of who is where.
CONTRACTORS & RELIEF COVER
Coordinate short-notice cover and contractor shifts with one view of who’s on site and when.
CLEANING & CATERING
Plan daily cover around service windows, weekends and split shifts, with simple pattern-based scheduling.
CLOCKING TIED TO
SCHEDULED SHIFTS.
Overtime logic
made simple.
Capture time via QR codes or mobile. Instantly compare clock-in and clock-out times against the planned rota, so you can spot early finishes, late starts, and unplanned overtime without chasing timesheets.
Set overtime rules as multipliers (1.5x, 2x) or fixed rates. Apply rule sets by time windows (weekends, nights, callouts) and export clean totals for payroll without manual calculations.
FACILITIES ROTA FAQs
Yes. You can rota by site, team and role, and use separate coverage templates for cleaning, maintenance, catering and reception, while managers keep one clear view across everything.
You can update individual shifts without rebuilding the whole rota. Leave and absence sync keeps availability accurate, and every change is logged with a clear approval trail.
Yes. You can see weekly hours against contracted time, apply overtime rules (weekends, nights, callouts) and export clean totals for payroll, so you’re not manually calculating or double-checking timesheets.
