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Staff scheduling for workplaces that run on shifts

The rota that sorts out swaps, sick calls and the rules for you.

Build the week once. Your team swaps shifts, calls in sick and asks for time off from their phone, and every change is checked against the working-time rules before you approve it.

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14 days free · no card to start

A picture of helloswap: the week's schedule for five people. Beside it, Tom has called in sick and the three people who could take the shift have been asked, a swap between Marc and Sofia is approved, and a shift that would leave too little rest is blocked.

  • 14 days freeNo credit card required
  • No base feeNo minimum. Pay per employee
  • 31 countriesWorking-time rules built in
  • Hosted in the EURun from Denmark
Who it is for

One rota. What you see depends on who you are.

Pick the one that sounds like you.

Choose who you are

Your shifts on your phone, and a way out when you cannot make one.

No group chat, no phoning round. You see what you work, and you fix what does not fit yourself.

  • See your shiftsYour next shift and the week ahead, with a reminder before you start.
  • Swap a shiftOffer it to one person or the whole team, or propose a trade. Your manager approves.
  • Call in sick with one tapYour manager is told straight away and the people who could take the shift are asked.
  • Time off and availabilityAsk for leave and say when you can work, in the same place as your shifts.

Android app with push notifications. On an iPhone it runs as a phone website you add to the home screen.

Build the week, then only step in when a decision is needed.

The team sorts out most changes between themselves. What is left comes to you, already checked.

  • Draft, publish, repeatPlan the week in a working copy, publish when it is ready and repeat a week forward.
  • One approvals inboxEvery swap and time-off request in one list, with any rule problem written on it.
  • The Today pageWho is on, who called in sick and what needs a decision today.
  • A Monday emailWhat the coming week still needs: open shifts, short days, requests that wait.

You can let safe swaps approve themselves: both agreed, same department, no rule broken, no staffing gap.

Know what the week costs, stay inside the rules and pay only for the people you have.

A plain price per employee, and the paperwork that comes after the rota taken care of.

  • A price you can work out yourselfPer employee per month. No minimum, no base fee, cancel any time.
  • The rules are checked for youRest, weekly hours, breaks, night work and under-18 rules for 31 European countries.
  • Labour cost and overtimeSee what the planned week costs before it is worked. On Growth.
  • A file for payrollHours ready for the Danish payroll systems Danløn and Salary, or as a plain CSV. On Growth.

Hosted in the EU. Audit log and data export are part of Growth.

What it does

Everything that happens around a rota, in one place.

Each piece below is in every plan unless it says Growth.

Shift swaps that sort themselves out

An employee offers a shift to one person or the whole team, or proposes a trade. Both sides agree, then the manager approves. Safe swaps can approve themselves if you switch that on.

One tap on “I'm sick”

The manager is told, the shift goes on the swap board and only the people who could take it are asked.

Standby list

People who want more hours get a message when a shift opens.

Time off

Four leave types. Requests and decisions sit next to the rota, and approved leave blocks shifts.

Skills and staffing needs

Say how many people and which skills a day needs. Only people with the right skill can take a shift that needs it.

The Monday email

Every Monday managers get an email about what the coming week still needs.

Time tracking and a payroll fileGrowth

People clock in and out, worked hours sit next to planned hours, and payroll gets a file for Danløn or Salary, or a plain CSV.

24 languages, 31 countries

Everyone reads it in their own language, with 24 to choose from, and the working-time rules follow the country your company is in.

See how it fits your trade: Restaurants · Cafés · Shops · Hotels

Compliance

The law is checked before the shift is planned.

Every shift, swap and open-shift claim is tested against your country's working-time rules the moment it is made. What breaks a rule is stopped, with the reason in plain words. What is only unwise gets a warning, and the manager decides.

BlockOnly 8h rest after the Wednesday shift — 11h minimum.
BlockNot signed off for night cover at this site.
WarnTakes Mei 2h past her contracted hours. A manager can still accept.

Only 8 hours' rest after the late shift. The rule is 11. Moved to 10:00, that is 11 hours' rest. The shift can be planned.

11 hRest between two shifts, at least
48 hWork a week at most, on average
6 hWork before a break is due
8 hNight work a day at most, on average
<18Shorter days, longer rest and no night shifts
✓The right skills on every shift

The figures are the EU's standard. helloswap applies each country's own.

The working-time rules of 31 countries are built in
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Mobile app

Your shifts, in your pocket

Download helloswap for Android. See your next shift, swap with a colleague, request time off — and get a notification the moment something changes.

  • Your next shift and the week ahead at a glance
  • Swap or claim shifts in a couple of taps
  • Notifications for swaps, approvals and schedule changes
Get it on Google PlayFree for your whole team · Android 7 or newer

Updates install on their own through Google Play.

On an iPhone? Add helloswap to your home screen
Pricing

Three plans, priced per employee

Every plan has the schedule, swaps, sick calls, time off and the working-time rules. Higher plans add departments, hours and controls.

Monthly billing — change or cancel any time.
Starter

Schedule, swaps, approvals and leave for a single team.

€3per employee / month
e.g. 25 people = €75 / monthStart 14-day trial
  • Schedule builder
  • Shift swaps
  • Employee dashboard
  • Approvals inbox
  • Leave and holiday
  • Open shift board
  • Repeat a week forward
  • Employee availability
  • Shift reminders
  • Sick calls with cover
  • Skills and staffing needs
  • Standby list
  • Android app
GrowthMost popular

Multiple departments and a full audit trail.

€5per employee / month
e.g. 25 people = €125 / monthStart 14-day trial
  • Everything in Starter
  • Multi-department
  • Time tracking
  • Audit log
  • Labor cost & overtime
  • Slack alerts
  • Calendar sync
  • Auto-fill week
  • Payroll export
Enterprise

Controls and support for large operations.

€8per employee / month
e.g. 25 people = €200 / monthStart 14-day trial
  • Everything in Growth
  • Single sign-on (SSO)
  • Public API
  • Dedicated support
  • Custom working-time rules
  • 14 days free
  • No credit card required
  • No minimum, no base fee, cancel any time
See everything that is in each plan27 features, plan by plan
In every plan16Starter, Growth, and Enterprise€3 / employee / mo
  • Schedule builder & swaps
  • Employee self-service
  • Approvals inbox
  • Leave and holiday tracking
  • Open shift board
  • Repeat a week forward
  • Employee availability
  • Shift reminders
  • Call in sick, with cover from the team
  • Skills and staffing needs
  • Standby list for extra hours
  • Automatic approval of safe swaps
  • Weekly summary email for managers
  • Android app
  • Working-time rules for 31 countries
  • 24 languages
Growth adds8Growth and Enterprise€5 / employee / mo
  • Multi-department
  • Time tracking
  • Audit log & data export
  • Labor cost & overtime dashboard
  • Slack notifications
  • Calendar sync
  • Auto-fill week
  • Payroll export
Enterprise adds3Enterprise€8 / employee / mo
  • Public API & webhooks
  • Custom working-time rules
  • Single sign-on (SSO)
Questions

Before you start

Short answers about seats, the trial and billing.

Rather look first?The demo opens a ready-made café with nine people and two weeks of shifts. No sign-up.
Who counts as an employee?

Anyone with an active account who can be put on a shift. Managers and owners count too; people you've removed do not.

What happens after the trial?

On day 15 we charge the card on file for the seats you have. If you added no card, the account pauses until you do.

Can I change plan mid-month?

Yes. Upgrades take effect immediately and we prorate the difference. Downgrades apply at the next renewal.

Do seats update automatically?

They do. Add someone and the seat count follows your active headcount automatically.

Which cards do you take?

All major cards, through Stripe.

Can we cancel?

Any time from Billing. You keep access to the end of the paid period.

Try it on your own week

14 days free, no card. Import your people from CSV and publish in an afternoon.

Start free trial
helloswap

Workforce scheduling for shift-based teams — build the week, let people trade shifts under your rules.

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