The admin desk for your volunteers and staff.

Yes. Your people see the shifts they can do and book in a tap, up to 12 weeks ahead (you choose how far). If you'd rather keep control, switch self-booking off and coordinators assign everyone instead. Overlapping bookings are stopped automatically.

People can join the waiting list. If someone cancels, the next person moves up automatically and gets an email to say so, so nobody has to ring round.

The rota shows a running total, such as "19 of 29 places filled", and empty places appear as dashed circles. The dashboard lists every shift that's short, and coordinators get a daily email about gaps in the week ahead. You can also choose to email everyone eligible when a shift needs filling.

Yes. Set a shift up once as weekly or fortnightly and it's added to the rota 12 weeks ahead, topped up as time passes. Cancel a single date, say for a bank holiday, without touching the rest. Overnight shifts, such as 22:00 to 07:00, work properly too, with hours, reminders and calendars all allowing for the next day.

Yes, by email. You set the default times, for example the day before at 18:00 or two hours before the start. A shift can have its own times, and each person can choose theirs or switch them off. People also get a confirmation when they book.

Yes. With Add to my calendar, each person subscribes to their shifts in Google, Apple or Outlook calendar, so changes follow them. Google refreshes subscribed calendars on its own schedule, so updates can take a few hours to appear there.

The waiting list moves up straight away. If there's nobody waiting, coordinators are alerted when someone cancels with less than 24 hours' notice (you choose the cut-off), so there's time to find cover.

Put a tablet or phone at your venue and open the kiosk from the rota with a secret link or QR code. People tap their name to check in and out, and it carries on if the Wi-Fi drops. Check-in opens 15 minutes before a shift, walk-ins are only let on if they meet the role's rules, and hourly-paid staff can use a 4-digit PIN. Attendance feeds straight into hours and pay.

Yes. Roles can need a DBS level, training, a minimum age or a coordinator's say-so, and people are only offered the shifts they can book. If they tick "Show ones I can't book", they see the rest too, with the reason why.

Record DBS checks and their renewal dates, mark which roles need them and at what level, and restrict people from roles until their checks and required training are in place. The Safeguarding page lists anything missing, expiring or expired, with a button to record or update it.

A checklist they work through on their phone: a details form, documents to read and sign, references, DBS, training and a profile photo, plus checks you tick off yourself, such as ID seen, right to work or an induction. Steps can apply to everyone, or only to certain roles, teams or types of people. You're emailed when someone's ready, or they can be activated automatically.

Add up to two referees per person. Each one is emailed a short form, their answers are stored with the person's record, and they're chased automatically until they reply. You then accept or reject each reference.

No. You record the level, certificate number, dates, Update Service status and your decision, never the certificate itself. A check only counts for a role if it's at or above the level that role needs.

Yes. Training can have an expiry, and can double as other checks, such as a driving licence or insurance. Roles can require any of them, and the dashboard counts anything expired or missing so it's dealt with before it matters.

Through your public sign-up page, which you can link from your website, embed in it or share as a QR code. You choose which types of people can apply, it links to your privacy notice, and applications land in your approvals ready to move into onboarding. No copying from forms into spreadsheets.

Yes. Roles can have a minimum age, managers are warned before clearing someone who's too young for a role, and anyone under 18 needs a parent or guardian added. Safeguarding flags anyone who slips through either check.

No. Mark existing people's onboarding as complete in bulk from the People list, and only new starters go through the checklist.

Yes, that mix is exactly what it's built for. Turn on pay for hours and your hourly-paid staff's approved hours go on a list to pay each month, alongside expense and mileage claims.

Mostly, they don't have to. Attended shifts turn into hours automatically. For anything else, such as an hour of admin from home, there's one Log hours form: start and finish times with a break, or just a total.

Approvers see hours for the people they look after, can correct an entry before it's paid, then approve or reject it. Nobody approves their own. If something's approved by mistake, it can be moved back with a reason, which goes in the activity log.

Each person is paid at their own rate if you've set one, otherwise their role's rate for their age, otherwise your standard rate. Pay is worked out to the exact minute, and Settings warns you about any rate below the minimum wage for its age band.

You choose: check-in to check-out within the shift's times (the default), the shift's times, check-in to check-out exactly, or to the nearest 15 minutes. Approvers can see when someone checked in early or left late.

No, and it doesn't try to. It gives you one clean, approved list of what to pay each person and a pay export for your payroll provider or accountant, then you mark it as paid.

Yes. Volunteers' and salaried staff's hours are logged and approved the same way, just without an amount, so you have accurate figures for funders and annual reports.

From the Leave page: pick the dates, add a half day at the start or end if needed, and send. They can see how many days they have left before they book, and the request goes straight to their manager.

Each person's manager, or whoever is covering for them while they're away. Nobody approves their own. Owners, at the very top, record their own leave straight away, which is the message you see on the Leave screen in the tour.

You set a standard allowance (28 days including bank holidays to start with) and can change it for anyone. A day of leave follows each person's working week, so part-timers are treated fairly, and the leave year starts in whichever month you choose.

Only if you allow it. Switch it on and balances can go below zero, so people can borrow ahead. Switch it off and they can't book past what they have.

Yes, as an optional extra. Hours worked above someone's standard week build up as flexi, and they can book it back as time off, in hours. You decide whether flexi balances can go below zero.

Yes. People with the right access can record leave on someone's behalf, adjust balances, and set allowances and working hours.

On their phone: pick a category, add the date, amount and what it was for, and take a photo of the receipt. Up to five photos or PDFs per claim, shrunk on the phone first so they upload quickly, even on a poor signal.

Claims go to the right approver, who can approve, query or reject them. Approved claims go on a list to pay, and you mark them paid when the money's gone. The person who claimed can see where theirs is up to at every step, and nobody can approve their own.

Approvals can go to a nominated cover while they're away, and the claim records that it was approved by cover, so your audit trail stays clear.

Yes. Mileage is claimed by distance at your rate, 45p a mile to start with, in miles or kilometres.

For categories that need one, a claim can only be approved without a receipt if the approver gives a reason, and that reason stays with the claim for your records.

Yes. Set up work orders and budget codes and people pick them when they claim. You can also make a budget code required, so finance always knows where a claim belongs.

If you want. Set a threshold and claims below it are approved automatically, once the receipt and category checks pass. Anything at or above it goes to a person.

Only the person who claimed and your expense approvers. Receipts are stored privately with the rest of your organisation's data.

Upload it (PDFs open right in the app) or add a link. Everyone who needs it gets an email and sees it in the app, signs with their typed name, and you watch the list fill up. Upload a new version and everyone's asked to sign again.

Yes. Email everyone, a team or a group, and pin important notices to everyone's home page. You can send yourself a test first, and you're warned if a big send could hold up the next day's reminders.

Hours, attendance, people and expenses reports, with CSV downloads whenever you need them. Handy for trustees, funders and annual returns.

Yes. Every change goes in the activity log as a plain sentence, with who did it and when, including access changes, approvals and payments.

Yes, a weekly summary by email every Monday morning, plus a daily email to coordinators about shifts that still need people.

No. Everyone signs in with an emailed code or a one-click link, no passwords. Coordinators get a plain-English settings page, and we set the whole thing up with you. If you can use a web page, you can use My Nine to Five.

Every part, from the rota and onboarding to pay, expenses and the kiosk, can be switched on or off. Menus and permissions tidy themselves up automatically, so you never fight features you don't use.

Each organisation gets its own private database and its own app, so your data is never mixed with anyone else's. We built My Nine to Five on Cloudflare's enterprise-grade infrastructure, and you can export everything at any time. And because we're new, you get our full attention.

From £35 a month for up to 20 people, with every feature included, and charities always get 20% off. Our first ten Pioneer organisations get 3 months free. See pricing for the details.

There isn't one, but there is a trade: the 3 free months and the discount are real, and in return we ask for a short testimonial and your organisation's name on this page once you're happy. If you're not happy, you just say so and leave with your data.

Yes. It runs in any web browser, on phones, tablets and computers, and can be added to the home screen like an app on Android and iPhone, with no app store needed. It does need an internet connection to load and save.

Yes. Start from ready-made access levels, such as Rota coordinator, Safeguarding lead, Expenses approver, Finance or Team leader, or make your own. Viewing and editing are kept separate, and every change to someone's access is logged.

Yes. Add your logo and colours, and call things what you call them, whether that's volunteers or crew, shifts or sessions. Tell it whether you have volunteers, staff or a mix, and it suggests the wording for you.

Yes, and there are no setup or migration fees. Send us your current spreadsheet and we'll help you bring your people, roles and shift patterns across as part of the setup we do together.

We set the whole thing up with you, walk your coordinators through it, and answer questions by email, usually within one working day. Everyday screens are designed so volunteers need no training at all.

You own it. Every organisation gets its own private database, hosted on Cloudflare's infrastructure, and your data is never mixed with anyone else's. Your organisation is the data controller for your volunteers' and staff records; My Nine to Five acts only on your instructions as your data processor. See our privacy notice for the details.

Any time, with no lock-in and no cancellation fees. Export your data yourself whenever you like, and if you leave we'll export a full copy for you before deleting your database within 30 days.

Email support@myninetofive.co.uk and a real person, usually the founder, will get back to you, normally within one working day. If a personal data breach ever affects your records, we'll notify you without undue delay so you can meet your own reporting duties.