Frequently asked questions

That depends on your team. You create an organization and the Dashboard walks you through the steps: your business's details, roles, your team, how people give availability, a default week and your first published week. Every form sits in the step itself. A small business can do that in one sitting.

No. UpPlan works in the browser, on your computer, tablet and phone. Your staff don't need to download an app either: they open the invitation in their email and log in.

Yes, in two ways. UpPlan reads an Excel file, CSV, PDF or photo of a list with AI: name, email, phone, roles, contract hours, leave hours, hourly rate and date of birth, as far as they are in there. You check the table it found before anyone is added. Or you upload a plain CSV with one row per person: name, email, phone, roles, contract hours, leave hours and hourly rate. Roles that don't exist yet are created, and everyone gets an invitation.

Yes. Load up to five old weekly rotas as Excel, CSV, PDF or photos. UpPlan uses AI to find the typical weekly pattern: per weekday which role, from when to when and how many people at once. Names are ignored. You check it and it becomes your default week.

Yes, but every business is an organization of its own, with its own staff, rota and subscription. From the menu at the top left you switch between your organizations and add a new one; it goes through the same steps as your first.

It goes through all the open shifts of the week, earliest first. For each shift it checks who has the role, isn't already scheduled, has no approved leave, is available, has had enough rest if you set that, stays within their contract hours and within the Working Hours Act. Of the people left, the shift goes to whoever marked the time as preferred, and otherwise to whoever has the fewest hours that week.

No. Auto-fill is a fixed set of rules that does the same thing every time, so you can trace why every decision was made. AI is only in the two imports, for a staff list and for old rotas, and you only use those when you pick a file yourself.

Then they count as available. Availability only restricts: a day with nothing filled in counts as a day someone can be put anywhere. On the Dashboard you see who hasn't filled in anything at all yet and remind them with one click.

Then it stays open and you get a report. It shows for each shift who was considered and why they were ruled out, for example 'approved leave' or 'would exceed contract hours', along with what would fix it. You can then change the shift or assign someone yourself.

No. It only fills open shifts and takes into account what is already there. So you can place your regulars yourself first and have the rest filled in. And it can be undone in one click.

Yes, if the Working Hours Act check is on (it is by default) and you fill in your staff's dates of birth. For 16 and 17 year olds that means shorter shifts, more rest and no work between 23:00 and 06:00; under 16 it is stricter still. Without a date of birth UpPlan treats someone as an adult. Auto-fill never makes such an assignment; if you do it yourself, the board warns you. As the employer you remain responsible for complying with the law.

No. A day is a draft until you publish it, on its own or with the whole week. Only then does your team see that day's shifts, and everyone with a shift gets a notification. If you change something on a published day afterwards, it is visible at once and the person whose shift changes is notified.

The published rota of the whole team with their own shifts highlighted, their own availability, leave and leave balance, the time clock and their own hours, and in hospitality their own share of the tips. They don't see why a colleague is off or sick, and they don't see hourly rates.

Staff press start in their phone's browser. You decide whether there is a check: the phone has to be within a radius of the business (GPS), or they scan a QR code on a screen in the business. That code changes every 30 seconds, so a photo of it is useless later. Clocking in without a shift is possible too; those hours only get a role and an amount once you assign one.

No. With the GPS check, the phone's position is checked once, at the moment of clocking in. The coordinates are not stored and nothing is tracked during or after the shift.

Yes. The rota can also be viewed on a computer and the page can be printed. A manager can also add hours by hand on the timesheet.

No. UpPlan delivers the worked hours per week as a CSV file, with per line the person, date, times, break, hours, role, hourly rate, surcharge, amount and whether the hours were approved. Around the turn of the month the Dashboard also has the export of the whole month ready. That file goes to your bookkeeper or your payroll software, which makes the payslips.

You choose a weekday, a date or a date that returns every year, and a percentage, for example 150%. One button lines up a year's Dutch public holidays. A shift that starts on such a day counts in full at that percentage, in the timesheet, the export, the analytics and the cost of your rota. If two surcharges fall on one day, the highest counts. Which surcharge you pay is up to you; UpPlan imposes no collective agreement.

The person's own hourly rate if it is filled in, otherwise the hourly rate of the role the hours were worked in. If neither is filled in, there is no amount.

Only as long as you haven't looked at them yet. Someone corrects a forgotten start or stop themselves; the hours then stay 'to be approved'. Once something is approved or denied, only a manager can change it. The clock times themselves are recorded by the server.

Tips only exist for organizations in hospitality. You enter what came in each day. UpPlan divides it over whoever clocked hours that day: by hours worked, by hours with a weight per role, or in equal shares. The result is in the payroll export too.

€10 per month, including 1 staff member, plus €2.50 per month for every extra active staff member. Every feature is included. Prices exclude VAT; Stripe puts the VAT on the invoice.

So your rota doesn't stop on the day the trial ends. You add them at Stripe right after creating your organization; nothing is charged during the 30 days. Cancel before the end and you pay nothing. Do nothing and the subscription starts automatically. If you skip the payment details, we remind you by email and the organization is deleted again after four days.

By card, iDEAL or SEPA direct debit, through Stripe. Card and bank details never reach UpPlan.

Everyone who is active on your team, including you and your managers; the first one is covered by the base fee. Anyone you archive no longer counts. The number is updated automatically and prorated, so in a quiet month with a smaller team you pay less too.

Yourself, on the Billing page in UpPlan. You keep access until the end of the month you paid for; after that the organization is locked until you subscribe again. Nothing is deleted. There is no notice period and no annual contract.

The database and the log-in run at Supabase; the database sits in an AWS data centre in London (United Kingdom). The website runs at Vercel, payments go through Stripe and emails are sent through Resend. If you use the AI import, that file goes to Anthropic once to be read and is not kept. The security page has the full list.

It is read on the server and sent once to Anthropic's API to extract the people or the rota lines. The file is not stored and not logged. Only what you confirm after checking ends up in your organization. The imports are optional; without AI the plain CSV import works.

You are, as the employer. In GDPR terms you are the controller and LAP Solutions is the processor: we process the data only to make UpPlan work for you. The agreements about that are in the terms and the privacy statement.

No. The separation between organizations is enforced in the database itself (row level security), not just in the app's screens. A request on behalf of one organization cannot reach another's data.

Yes, with an authenticator app (TOTP). Every user can switch it on themselves, and an organization can require it for all members.