Test Slimbot live! 👋
Click and try in 2 min →
1
Create rota · team · hospitality

Create a rota: how to schedule your team and keep customers served

Creating a good rota doesn't start with a programme, but with the question: when is it busy? Below is a simple step-by-step plan you can use for free, in a spreadsheet or a rota app. Slimbot itself doesn't create staff rotas — it ensures that customer enquiries via WhatsApp, chat and phone are handled properly, even when your staffing is tight.

  • Conversations to whoever is on duty
  • Out-of-hours message
  • Assistant when understaffed
Try Slimbot for free Create schedule online
Sound familiar?

Less back-and-forth messaging, fewer no-shows.

Without Slimbot

  • Message back and forth about appointments until a time suits
  • No-shows because nobody sends a reminder
  • Calendar, messages and customer data in three places

With Slimbot

  • Customers request an appointment via chat, WhatsApp or your site
  • Confirmation and reminder from your own number
  • Appointment, conversation and customer card in one overview
What it looks like

The real Slimbot inbox

Screenshots from a demo account with example conversations. Not real customers.

Slimbot inbox: customer asks for Saturday delivery, team confirms the appointment (example conversation)
Example · desktop
The same inbox in the app on your phone, with draft from the assistant (example conversation)
Example · app
How it works

Get started in three steps

From sign-up to working channel. You keep your own number.

1

Create account

Register and connect your business WhatsApp number. Customers message the same number as always.

2

Invite team

Invite colleagues to the shared inbox, so whoever is on duty can pick up the conversations.

3

Opening hours and absence

Set your opening hours and the message for outside those hours. Adjust it when your schedule changes.

Features

What you get

Features that Slimbot has today. No promises we don't keep.

Conversations to whoever is on duty

In the shared inbox you assign a conversation to a colleague. Those not on the rota don't have to watch their personal phone.

Out-of-hours message

Set an automatic message for outside opening hours. Customers know straight away when they'll get a reply.

Assistant when understaffed

When it's busy or there's one person on the floor, the assistant answers frequently asked questions and prepares the rest for your team.

Appointments matching staffing levels

Connect your Google Calendar: the assistant only schedules appointments at times that are free there. So simply block the hours when no one is available.

One overview for the whole team

Everyone sees the same conversations, notes and appointments. A colleague on the next shift reads at a glance what's going on.

Less phone on the floor

With AI phone answering, an assistant picks up under your own number and records a call-back request or appointment enquiry.

From €14.95 per month

Excl. VAT, from the live price list. Start with a free account; a subscription only begins when you accept it.

View all prices
FAQ

Frequently asked questions

How do I create a rota?
Start with the busy periods: which days and hours do you need how many people? Then list everyone's availability (fixed days off, contract hours, study). Fill in permanent staff first, then flexible staff. Check rest periods and maximum working hours, share the rota well in advance and establish how swaps work.
Can I create a rota for free?
Yes. For a small team a spreadsheet works fine: days as columns, team members as rows, and in each cell the shift (e.g. 09–17). Colour by role and put the total hours per day at the bottom. If it gets more complicated, a rota app is handy. Slimbot is not itself a rota programme.
What should I consider when creating a rota in hospitality?
Plan based on reservations and weather forecast, not just fixed days. Ensure overlap during the changeover between lunch and dinner, plan the kitchen separately from service, and take into account rest periods from the Working Hours Act and your collective agreement. Also keep the phone and WhatsApp free during service: let reservations run through an assistant.
What are the rules for working hours and breaks?
In the Netherlands, the Working Hours Act regulates, among other things, the maximum working hours per shift and week, the minimum rest between shifts and breaks during longer shifts. Stricter rules apply to young people under 18, and your collective agreement may have additional arrangements. Check the current rules at the Rijksoverheid.
How far in advance do I need to publish the rota?
Many collective agreements specify a fixed term; without a collective agreement, a few weeks in advance is good practice. For on-call workers, separate rules for call-out periods have applied since the Balanced Labour Market Act. Check your collective agreement or ask your industry organisation.
Does Slimbot also create the staff rota?
No. Slimbot handles the customer side: conversations via WhatsApp, website chat, e-mail and phone in one shared inbox, appointments in your diary and an assistant that handles questions. This means fewer staff need to answer the phone and your rota fits the actual demand better.

Checklist for your rota
1. Map busy periods per day and time slot · 2. Minimum staffing per role · 3. Availability and contract hours per team member · 4. Rest periods and breaks checked · 5. Swap rules established · 6. Rota shared and confirmed · 7. Opening hours and absence message updated.
Do you also schedule customer appointments? See the appointment planner. Hospitality: reservation system.

Also interesting

Create schedule online Hospitality reservation system Appointment planner Shared team inbox AI phone answering Schedule a video call

All customer conversations in one place. Starting today.

Create a free account and connect your own number, e-mail and website chat. Prefer to see it first? Schedule a short demo.

Start for free Schedule a demo