Efficient workforce management is critical for cleaning and facilities management companies juggling multiple sites, shift patterns, and tight budgets. From onboarding new staff to ensuring every shift is adequately covered and compliant with working-time regulations, the right HR & rota software can transform operations.
In this article, we rank the top 5 HR & ROTA software solutions for UK cleaning and FM businesses in 2025, comparing their ease of use, scheduling power, compliance features, and scalability. Whether you’re a small contractor or a large FM provider, this guide will help you choose the platform that keeps your teams on time, on site, and on budget.
Helpful summary
Overview: This guide, brought to you by Evalu-8 HR, ranks the top 5 HR & ROTA software solutions for cleaning and facilities management companies in the UK for 2025. We examine core scheduling, time tracking, compliance, and reporting capabilities.
Why trust us: At Evalu-8 HR, we specialise in modular, UK-focused workforce management software that meets real-world operational needs. Our team has deep experience supporting cleaning contractors and FM providers with rota optimisation and accurate pay calculations.
Why it matters: Efficient rota planning and time & attendance tracking reduce payroll errors, minimise agency spend, and improve staff satisfaction. The right platform ensures you have the right people on site at the right time, every time.
Action points: Use this guide to pinpoint which HR & ROTA software aligns with your company’s size, shift patterns, and compliance requirements. Whether you need simple clock-in/out tools or advanced forecasting and analytics, this list will help you decide.
Evalu-8 HR – Best all-in-one HR & rota software
Why Evalu-8 HR stands out
In 2025, cleaning and facilities management companies juggle tight budgets, high turnover, and strict compliance mandates, making seamless HR, rota, and time & attendance management vital. Evalu-8 HR delivers a single cloud-based solution that unites core HR administration with automated shift scheduling and precise attendance tracking under one transparent licence. Built by HR and H&S experts, its intuitive dashboards and mobile self-service empower supervisors to publish rotas in seconds, enforce break and overtime rules, and track qualifications on site. With advanced forecasting, absence workflows, and integrations, Evalu-8 HR helps FM businesses optimise staff utilisation, control labour costs, and maintain compliance with UK labour laws.
Core Features
Core HR: Centralised employee profiles, secure document storage, automated expiry reminders (right to work, DBS)
Onboarding & Offboarding: Customisable checklists, automated e-signatures, new-hire task assignments
Rota Management: Drag-and-drop shift creation, skill and qualification tagging, mass-publish rotas to teams
Time & Attendance: Mobile or kiosk clock-in/out, break and overtime rules, GPS-tagged entries
Advanced features
- Compliance workflows: Automatically trigger alerts for upcoming contract renewals, training expiries, right-to-work documentation, and breaches of the working time directive ensuring your mobile workforce stays compliant without manual tracking.
- Shift costing & forecasting: Project labour costs per shift and compare forecasted hours against actuals to flag budget overruns early. Perfect for FM contracts where staying within cost margins is critical to profitability.
- Leave & absence management: Create and manage flexible leave types with custom accruals, manager approvals, and blackout periods. Calendar overlays help spot potential shortfalls in coverage before they affect service delivery.
- Custom reporting & dashboards: Build live dashboards to track attendance trends, rota fill rates, labour utilisation by site, and absence patterns. Spot issues in real time and make proactive decisions to maintain contract performance.
Pricing
Evalu-8 HR uses a modular, pay-as-you-grow pricing structure: the Core HR platform starts at £2.50 per licence per month (required), with the Rota module at £1.45 per licence per month and the Time & Attendance module at £2.50 per licence per month. Volume discounts apply for organisations with 100 + users. Contact Evalu-8 for a demo and custom quote.
Take a quick look at Evalu-8 HR ROTA
Pros & cons
Pros:
Highly modular: Scale features as your business grows
Deep compliance tools: Built for UK labour law and certification tracking
Intuitive mobile apps: Empower managers and staff on the go
Robust API: Enables seamless ecosystem integration
Cons:
Payroll integration demands project planning
Custom dashboards may require initial consultancy setup
Access People HR
Access PeopleHR is a comprehensive HR system offering strong core functionality in HR, absence, and performance management, with additional rota and time tracking tools available as add-ons. Designed to support growing and complex businesses, it’s well-suited to FM companies that need robust compliance controls, layered workforce planning, and detailed reporting across multiple sites. However, its breadth of features can result in a steeper learning curve, and the pricing structure may stretch the budgets of smaller operators.
Core features
Employee lifecycle management: Manage everything from recruitment and onboarding to probation, performance reviews, and offboarding, using automated workflows that streamline repetitive admin tasks.
Shift pattern library: Build and apply rotating, staggered, or bespoke shift patterns across teams or sites ideal for cleaning, maintenance, or security contracts with non-standard hours.
Absence management: Configure custom absence types with flexible accrual rules, set approval flows, and automate notifications to ensure cover and communication stay consistent.
Mobile app functionality: Allow employees to view rotas, book leave, submit timesheets, and clock in or out from their phones keeping remote and mobile teams fully connected.
Advanced features
Demand forecasting: Use historical staffing data to predict headcount requirements based on location, skill level, or seasonality great for preparing for contract changes or busy periods.
Labour cost modelling: Monitor real-time labour costs while building rotas and get alerts when costs exceed set budgets or thresholds.
Compliance engine: Automatically check for breaches in working time directives, rest breaks, and travel time, reducing risk and keeping your operation audit-ready.
BI dashboards: Track KPIs with custom dashboards and drill down into key metrics like absence trends, overtime usage, training compliance, and more.
Constraints and functionality gaps
Steeper learning curve due to the system’s depth and configuration options, which may require ongoing admin or IT support
Higher entry cost than simpler HR platforms, especially once rota, analytics, and compliance modules are added
Longer implementation timelines, which may not suit FM companies that need to get up and running quickly
Interfaces can be less intuitive for site managers or non-HR users, particularly in the BI and forecasting modules
Pricing
Pricing starts at £4 per user per month for the core HR package. Rota and absence management are bundled from £6 per user per month, with add-ons like business intelligence dashboards, labour forecasting, and payroll integration available at higher tiers. Discounted volume pricing is typically available for organisations with 100 or more users.
Pros & cons
Pros:
Excellent fit for large-scale FM operations managing complex contracts, variable shifts, and multi-site teams
Advanced forecasting and compliance tools support smarter decision-making and regulatory peace of mind
Wide integration capabilities, including payroll, finance, and time-tracking software
Cons:
Pricing may be too high for smaller FM businesses or subcontractors
Requires more time and internal resource to implement, configure, and maintain effectively
Employment Hero
Employment Hero is a fully integrated HR, payroll, and workforce management platform that brings together core HR functions, shift scheduling, time tracking, and payroll into a single, end-to-end system. Designed to reduce admin, ensure compliance, and streamline team management, it’s positioned as an all-in-one solution for businesses with deskless or shift-based workforces.
Core features
Native Rota Management: Drag‑and‑drop shift creation, templates, filter by cost‑centre/location, weekly/fortnight/monthly views. Employees receive notifications and can swap, bid or decline shifts via the EH Work app
Time & Attendance / Timesheets: Timesheets align with scheduled shifts; you can compare rota vs actual hours before payroll run
Leave & Absence: Integrated leave balances and absence requests update in real time, affecting rota availability automatically
Payroll Integration: When using Payroll Premium or Managed Payroll, rota, timesheets, leave and HR data sync directly into pay runs and HMRC RTI reports; Xero integration now available
HR Core Tools: Onboarding/offboarding, performance reviews, recognition, surveys, policy docs, benefits all included as part of HR plans
Advanced features
Budgeted shift costing: Set budgets per location/week; rota shows expected wage cost, with colour-coded warnings if you exceed budget levels
Pay Condition Rule Sets: Define rules like daily/weekly capped hours for salaried or hourly staff; costs recalculate automatically and feed into payroll
Employee self-service app: Staff can view, accept, swap or decline shifts, submit leave, check payslips, etc., in one mobile app (EH Work)
Compliance automations: Public holidays, overtime allowances, unavailability, leave conflicts get flagged automatically within rota build
Constraints and functionality gaps
Plan restrictions: Rota Management is only available on Platinum HR plan (or higher EmploymentOS tiers), so basic or lower plans (Free, Standard, Premium) lack built‑in rota tools
Not for multi‑PAYE: Organisations running multiple PAYE structures cannot use rota module at all critical limitation for cleaning/FM businesses operating multiple sites or cost centres under separate payrolls
User interface complexity: The rota module is comprehensive but can feel cluttered or non‑intuitive for managers used to simpler rota tools; setup and editing published shifts require unpublishing first, adds friction
No automated shift optimisation: Unlike dedicated rota tools, EH does not offer auto‑scheduling based on availability or labor rules all templates and assignments are manual.
Pricing
Employment Hero uses tiered pricing starting at £2 per active user/month for payroll; rota and workforce management tools are only available on higher-tier HR plans like Platinum or EmploymentOS, with custom quotes required
Pros & cons
Pros:
End‑to‑end HR, rota, timesheet and payroll in one unified platform no need for separate systems.
Native rota scheduling with templates, shift swaps, bidding, overtime and leave detection.
Shift costing and budgeting tools, including caps and cost vs budget alerts.
Payroll sync to HMRC RTI, Xero integration, automated payslips, leave accrual and more.
Mobile self‑service app for staff to view rota, submit requests, interact in real time.
Cons:
High tier requirement: rota only available on Platinum or EmploymentOS, adding cost.
Not usable for multi‑PAYE organisations, a non‑starter for FM businesses with separate PAYE payrolls.
Complex setup: rule sets, cost templates, location costing, steep learning curve, often requiring experienced HR/payroll admin.
No auto‑roster optimisation: lacks AI or constraint‑based scheduling.
No offline attendance capture: no hardware or mobile clock‑in/out module.
Hi Bob
HiBob is a cloud-native HR platform built for fast-moving businesses. It combines core HR, flexible rota scheduling, and time & attendance into an intuitive interface designed to engage employees and streamline operations across cleaning and FM teams.
Core features
Staff profiles: HiBob lets you centralise all employee data personal info, contracts, documents, and compliance records within a profile.
Shift planning: Managers can build rotas using an intuitive drag-and-drop interface.
Time & attendance: Employees can clock in and out via the mobile app or a fixed-location kiosk.
Leave management: HiBob offers flexible leave configuration, including holiday accrual, sick leave, unpaid time off, and more.
Mobile app: Employees can access schedules, request shift swaps, submit leave requests, and clock in/out using the mobile app.
Advanced features
Automated reminders: The system sends real-time notifications to managers about unapproved timesheets, approaching shift start times, and expiring certifications.
Reporting & analytics: HiBob comes with a range of built-in reports.
Integrations: HiBob offers API access and native integrations with payroll platforms, finance systems, and even access-control tools.
Constraints and functionality gaps
Pricing transparency: While public pricing begins around $6 per user/month, this is based on global benchmarks. UK-specific plans often require a tailored quote, making it difficult for procurement teams to quickly estimate total cost without a sales conversation.
Learning curve: Due to its flexibility and depth, some HR teams report that setting up workflows, permissions, and custom data fields takes time.
Offline access: HiBob’s reliance on cloud connectivity means its mobile app has limited offline capabilities. This could pose challenges for mobile cleaning crews or site-based teams working in low-connectivity areas or underground locations.
Pricing
HiBob’s pricing starts at approximately $6 per user per month for its core HR platform. Add-ons for advanced analytics, integration tools, and workflow automations are available at extra cost. UK customers will need to request a tailored quote, especially if rota, time tracking, or compliance features are required. Volume discounts are typically available for teams with 100+ employees.
Pros & cons
Pros:
Highly engaging mobile app, which encourages self-service and increases satisfaction among frontline and mobile staff
Strong shift management and swap features, reducing admin time for managers and improving coverage visibility
Powerful reporting tools, ideal for tracking labour spend, team performance, and compliance metrics across multiple contracts
Cons:
Pricing is not fully transparent for UK buyers, and requires direct consultation to understand total cost
Limited offline functionality, which can be problematic for teams working in areas without stable connectivity
Initial setup may require external configuration, especially for FM companies with complex site structures, working patterns, or compliance rules
BambooHR
BambooHR is a widely adopted HRIS known for its user-friendly interface and rich ecosystem of third-party app integrations. For cleaning and FM SMEs, it offers straightforward HR management with optional scheduling and time-tracking via Marketplace partners.
Core features
Employee database: Each employee has a centralised profile housing job details, documents, emergency contacts, and key dates. T
Time off tracking: Managers can define custom leave categories (e.g. holiday, sick leave, unpaid leave) and set approval processes.
Performance management: The built-in performance module allows for goal setting, progress tracking, and 360-degree feedback.
Advanced features
Rota and time & attendance: BambooHR does not offer native rota or attendance tools. However, it integrates with popular scheduling platforms.
Onboarding workflows: HR admins can create automated onboarding checklists to ensure new hires receive the correct documents, training, and welcome steps.
Reporting and analytics: A wide range of standard HR reports are included, covering areas such as headcount, turnover, and leave usage.
Constraints and functionality gaps
No built-in rota or T&A: Unlike platforms designed for shift work, BambooHR requires third-party integrations for anything involving schedules, shift patterns, or live attendance tracking. This adds both cost and operational complexity.
Limited compliance oversight: The system lacks built-in alerts or automation around key compliance areas such as expiring training certifications, right-to-work checks, or safety qualifications meaning FM companies may need additional tools or manual processes.
Not optimised for shift-based operations: There’s no support for variable hourly patterns, zero-hours contracts, or costing rotas in real-time all of which are often essential in cleaning and FM environments.
Add-ons can become expensive: While the base system is affordable, functionality like performance reviews, advanced reporting, and integrations often come at an additional cost per user.
Pricing
BambooHR pricing starts at £4.50 per user per month, based on a minimum of 12 users for the Core HR package. Add-ons such as Performance Management are available from £1 per user per month. However, integrations with rota and time tracking tools like Deputy or When I Work are billed separately by those providers, which can increase the overall monthly spend.
Pros & cons
Pros:
Very intuitive and easy to use, with a slick interface and short learning curve
Large ecosystem of integration partners, making it flexible if you already use tools like Deputy or Xero
Strong HR fundamentals, especially around employee records, leave management, and performance tracking
Fast to deploy, with quick setup and responsive customer support
Cons:
No built-in rota or attendance tools, which limits its usefulness for shift-led workforces unless you’re willing to integrate third-party apps
Lack of compliance alerts, which may increase the risk of missed renewals or training deadlines in regulated FM environments
Additional fees for performance, onboarding, and integrations can erode the affordability for SMEs
Not purpose-built for high-volume, deskless teams, meaning operational managers may need to rely on other systems day-to-day
Choosing the best HR & Rota software for your cleaning and FM company
In the fast‐paced world of cleaning and facilities management, efficient workforce planning and precise time tracking are critical to maintaining service quality and compliance. While each HR & Rota platform brings its own advantages, Evalu-8 HR shines as a truly all-in-one, mobile-first solution designed for UK service providers combining Core HR, automated rota scheduling, and accurate time & attendance under a single licence.
Evaluate your company’s size, shift complexity, and budget to determine which solution best supports your operational and compliance goals. Whether you require a streamlined mobile rota app or a comprehensive enterprise system with advanced compliance reporting, this guide will help you choose the right HR & Rota software to optimise staffing and drive efficiency in 2025.
FAQs
Vendors typically offer tiered pricing once you exceed a certain number of licences (eg. 100+ users). Discount levels vary by supplier, so it’s best to request a custom quote.
Key features include automated shift scheduling, mobile clock-in/out, leave management, real-time rota visibility, reporting dashboards, and seamless payroll integration.
Self-service portals or mobile apps let staff view upcoming shifts, swap or pick up shifts, request leave, and view payslips without HR intervention, reducing administrative overhead.
