What Scheduling Pilot does

Scheduling Pilot is scheduling software for teams that work in shifts. It replaces the spreadsheet, the group chat and the pinned printout with one place where the schedule is built, published, traded and clocked against — and where everyone is looking at the same version.

Let the pilot do the work — enjoy the ride

Who it's for

Any employer whose staff work variable hours rather than a fixed weekly rota — retail, hospitality, clinics, warehouses, municipal crews, security, care work. If you plan coverage, hand out shifts and track hours, this is built for you.

Schedule builder

Drag shifts onto a weekly or two-week grid, or plan a whole month at a glance. Build a draft, review it, then publish it to the team in one action.

Availability & auto-fill

Employees record the hours they can work. The generator fills open shifts around that, respecting approved time off, weekly hour limits and who is qualified for each position.

Shift trades

An employee offers a shift, a teammate accepts, and an admin gives the final approval. The shift reassigns itself once it clears.

Time off

Vacation, sick and personal requests go to an admin for approval, and approved days are visible at the moment someone builds next week's schedule.

Time clock with geofence

Staff clock in and out from their phone. Punches record distance from the worksite, so you can see which ones landed inside the fence.

Timecards & corrections

Hours roll up into timecards for the pay period. An admin can add or fix a punch, but every correction needs a written reason and is kept on record.

Who's in

A live view of who is currently clocked in, who is on a break and who has not shown up yet.

Departments, sites & positions

Model the company the way it actually works: departments, locations with their own geofence, and named positions employees are qualified for.

Reports

Scheduled hours, coverage and cost across a date range, with the underlying shifts listed so the numbers can be checked.

Audit log

A record of who changed what and when, so a disputed schedule or timecard has an answer.

Getting started takes four steps

1
Create your company
Sign up, name the company, and you become its first admin. A platform admin approves the account.
2
Bring the team in
Share your 8-character join code, or send email invitations. Requests from the join code land in your Employees page for approval.
3
Set up the shape of the work
Add departments, locations and positions, then mark who is qualified for what and how many hours each person can work.
4
Publish the schedule
Build a draft by hand or generate one, check the conflict warnings, then publish. From that point the team sees it and the clock starts collecting hours.

Who sees what

There are three roles, and the boundaries are enforced by the database itself rather than by hiding buttons in the interface.

Company admin

Runs the company: builds and publishes schedules, manages the roster and invites, approves trades and time off, corrects punches, and sees reports and billing.

Employee

Sees their own schedule, sets their availability, clocks in and out, offers and accepts shift trades, and requests time off.

Platform admin

Operates the service itself — approves new companies, manages plans, and never sees a single company's day-to-day data by accident.

Each company is isolated

Every table carries the company it belongs to, and row-level security in Postgres decides what each signed-in account can read or write. One company cannot reach another's people, shifts or punches — not through the interface and not through the API.

Ready to try it?

Create a company in a minute, or join one your admin has already set up with their code.

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