HR platform for hospitality · AI-first · Mobile

    Full house, perfectly staffed.

    Rota, time tracking, tips and casual staff — planned automatically around guest demand, all in one place.

    Try free for 14 days
    Planning that follows demand

    The AI plans shifts around bookings, the weather and previous weeks' takings — never over- or understaffed.

    Tips shared fairly

    Tronc distribution by hours and role, documented and transparent for everyone.

    Casual and part-time staff at a glance

    Earnings thresholds, hours balances and premiums go straight into the payroll export.

    Sound familiar?

    Service runs smoothly, but the rota's shaky

    Weekend rush without a planFriday night packed, Saturday half empty — you plan on gut feel and only find out from the takings when you got it wrong.
    Front of house calling in sick at the last minuteTwo hours before the shift, the phone rings. Who can cover? You ring round the whole team instead of greeting guests.
    Keeping part-time & flexible contracts under controlEarnings thresholds, student visa hour limits, casual contracts — without a clear view, every month turns into a nail-biter.
    Overtime at the end of the monthOn the 30th you notice some of the team are 30 hours over while others are well short. Too late to even things out fairly.
    An evening in service

    How your gastro day runs with PlanState.

    With PlanStateEveryone sees their shift in the app — on time and prepared.
    Without a systemWho's even on today? A scrap of paper at the pass.
    Try free for 14 days
    What you get

    Everything you need to run service

    AI shift planning based on guest demandPlanState suggests staffing levels that match your takings and booking patterns — you just confirm.
    Time tracking via appYour team clocks in and out on their phones. Breaks, overtime and contracted hours are tracked automatically.
    Fair tip distributionTips & tronc are worked out per shift by your rules — transparent for front and back of house.
    Team chat & shift swapsColleagues swap shifts directly in the app — you just approve. No more WhatsApp chaos.
    Payroll exportHours, premiums and tips go straight into payroll — as a clean CSV export.
    Working-time checks includedRest periods, maximum hours and breaks are checked automatically on every rota — so you stay on the right side of the Working Time Regulations.
    Planning to match demand

    Never over- or understaffed.

    Set the expected demand — PlanState recommends the right staffing per station and keeps your labour costs in check.

    Expected guests tonight80

    Recommended staffing

    Service5staff
    Kitchen4staff
    Bar2staff
    Labour cost ratio
    26% · healthy

    Today's tip pool

    £240

    Payout per person

    L

    Lena

    Service

    £71
    J

    Jonas

    Service

    £53
    M

    Mia

    Kitchen

    £71
    B

    Ben

    Bar

    £45

    Documented automatically & paid through payroll.

    Tips & tronc

    Tips, shared fairly and transparently.

    No arguments at the end of the shift: PlanState splits the tronc automatically — by hours or evenly — and keeps a clear record of everything.

    Built for every kind of hospitality

    From a single restaurant to a chain: one platform

    RestaurantLunch and dinner service, shifts based on reservations and demand.
    Bar & caféFlexible shifts, casual staff and weekend peaks under control.
    Chain & franchise diningMultiple sites, consistent rotas and central reporting.
    Hotel & cateringBanqueting, events and ever-changing teams — planned flexibly.
    Premiums & payNight, Sunday and bank holiday premiums calculated automatically — payroll export in one click.
    Casual staff & recruitmentRecruit and manage casual, student and seasonal staff — with an applicant pipeline.
    Digital time trackingClock in and out on your phone; overtime and breaks recorded in line with the Working Time Regulations.
    Good to know

    Scheduling for hospitality — what really matters

    In restaurants, bars and cafés, the right staffing makes or breaks the evening. But guest demand varies from shift to shift, casual staff drop out at short notice and the rota is often still put together in Excel or over WhatsApp. That costs time, leads to over- or understaffing and frustrates the team.

    PlanState handles staff planning for hospitality automatically: the AI builds the rota to match expected guest demand, takes availability, qualifications and rest periods into account, and warns about over- or understaffing. Premiums and the working-time rules are built in — you just sign off the rota.

    Tips and tronc can be shared fairly and transparently too, casual and part-time staff enter their own availability in the app, and time tracking and payroll prep live in the same place. That turns hours of planning into a few minutes' work — mobile, UK GDPR compliant and hosted in EU data centres.

    PlanState is built for other deskless teams too — from hotel rota planning to staff planning for retail. Only need time tracking to begin with? That works too: try it free for 14 days.

    What restaurateurs want to know

    PlanState starts at £4 per employee per month, billed annually (£5 billed monthly), with a minimum of £39 per month. Try it free for 14 days, no credit card needed. There's no setup fee and no minimum term on monthly billing — you can cancel month to month. The annual plan runs for 12 months.

    Testimonials

    What our customers say

    • I used to spend three hours on the rota every Sunday. With PlanState I press one button and maybe tweak a couple of shifts.

      Sabine MeierHead of care

    • Finally, an app my people actually open. Rota, clocking in, payslips — it's all in there. No more excuses.

      Thomas HartmannManaging director of a care home

    • As a nurse I just want to know when I'm working and what I'm earning. PlanState shows me that in 2 seconds.

      Lisa HoffmannRegistered nurse

    • Since we started using PlanState, nobody rings me at the weekend about shift swaps any more. It all goes through the app.

      Ramira WeberSalon owner

    • The automatic cover suggestions save me hours every week. I no longer have to ring round 20 people.

      Stefan BraunHotel managing director

    • My team love that they can put their shift requests straight into the app. It takes so much pressure off.

      Julia KrauseOwner of 3 restaurants
    How to get started

    Ready to go in 15 minutes.
    From £4 per employee.

    1. 1
      Import your teamAdd employees and locations — or bring them in via import.
    2. 2
      AI plans, you reviewThe first rota is created automatically — you approve it with one click.
    3. 3
      100% mobile-optimisedEvery employee has full access to their rota, time tracking and payslips, any time.
    PlanStateRecommended
    from£4per user / month
    billed annually
    ✓ Shift planning with templates, week after week
    ✓ Shift swaps and open shifts across the team
    ✓ Holiday and absence requests with approval
    ✓ Basic employee records for every team member
    ✓ Employee app for the whole team
    ✓ Available in 4 languages for international teams

    From Core: AI auto-planning, time tracking with Working Time Regulations checks, sickness reporting with cover management, digital employee records and hours balances · from Pro: payroll export and premiums · Recruiting as an add-on module

    Try free for 14 days
    No credit card, no setup fee.
    All prices plus VAT · Annual plan runs 12 months