About RotaSync

RotaSync reads your department's rota or allocations spreadsheet (a shared Google Sheet, an Office 365 / SharePoint link, or an uploaded Excel/CSV file), finds your shifts, and turns them into a calendar link you add once to Apple Calendar, Google Calendar, Outlook or any other calendar app. Linked rotas update on your calendar's next refresh; uploaded rotas update whenever you re-upload a new version, with no manual copying either way.

You only set a sheet up once: paste the link, confirm which name is yours, and check the shift timings. After that it runs on its own: RotaSync re-reads the live sheet each time your calendar refreshes, so new or changed shifts flow through automatically. You can adjust the shift timings any time from your dashboard without re-linking.

• Reads rotas however they are laid out. Yours does not need to be in any particular format.
• Finds your name and your shifts, across as many tabs as the rota uses.
• Smart shift-time defaults by type (long day, short day, night, twilight, on-call, leave) that you can fine-tune.
• Works without a shareable link: upload the rota Excel file and refresh it with one tap when a new version comes out.
• Merge more than one rota into a single calendar, up to 2 linked rotas (swap them to new rotas as often as you like) plus 2 uploaded files (unlimited updates; fair use of 2 different uploaded rotas in any rolling 4-month period).
• Works with any calendar app that can add a calendar by web address.

What we keep

• The link to your rota, or the fact you uploaded one.
• The name you told us is yours.
• Your shift timings, once you have set them.
• The shifts we worked out for you. Nobody else's.
• Any shift codes you asked us to keep out of your calendar feed.
• A short technical description of how your spreadsheet is laid out, so we do not have to work it out again. It is mostly about the sheet rather than about anyone, but it includes the shift codes found on it, and a code is copied straight from a cell: a cell recording who covered a shift can carry a colleague's name. We filter what we can and would rather drop a real code than keep a name, but we will not claim it holds none. It is shared with colleagues who link the same rota, and it clears itself after 30 days.
• If you connected Google to read a rota shared privately with you: the address of that Google account, and an encrypted access credential. Never the rota itself. You can withdraw it whenever you like, and deleting your account withdraws it too.

What we do not keep

• The rota document itself. Uploaded files and linked spreadsheets sit in a temporary working store while we read them, for up to 30 minutes while you finish setting it up. Then they are deleted.
• Your card details. Payments go through Stripe and we never see them.

For an uploaded rota we do keep a scrambled fingerprint of the document, so that when you upload a new version we can tell it is the same rota. It cannot be turned back into the original (the privacy policy explains how). Rotas naturally have colleagues' names on them, so when you link one you confirm you are entitled to hold it and that it contains nothing confidential. Your calendar link carries a private, unguessable token, and we do not sell your data.

If something did go wrong: RotaSync is run by ROTASYNC LTD, a company registered in England and Wales (number 17375462), and it carries £1,000,000 of cyber and data insurance. A breach would still be reported to the ICO within 72 hours and to anyone affected. The cover pays for the investigation and clean-up; it doesn't replace any of that.

Note on AI: there isn't any. Working out a rota's layout is done entirely by our own software. Your rota is never sent to an AI model or an AI provider, so it can't be retained or used to train one. (We did test an AI assist against real rotas. It made the results no better and occasionally worse, so we switched it off.)

RotaSync is built by a doctor who got tired of copying shifts from row 47 of a spreadsheet into a phone calendar every few weeks, and of the double-bookings when the rota quietly changed afterwards. It exists to do exactly one thing well: keep your real, current rota in the calendar you already use. Read more about why RotaSync exists, or jump straight to the setup guide.

Every account starts with a free 30-day trial, no card needed. Paid plans (monthly, a one-off 6-month rotation pass, or the best-value annual plan) are billed via Stripe; see current pricing. We offer a 14-day money-back guarantee: if you cancel within 14 days of a payment you can request a full refund from your dashboard. Note that cancelling with a refund removes your access immediately and stops your calendar updating. See the Docs for full steps. This summary doesn't override your statutory rights as a consumer.