Events
A free rota planner for event and venue crewing: a crew built for a date rather than a standing week, a late change that goes out once and stays on the record, and casual staff who get a full record without ever signing in.
There is no standing rota. Each date is a crew assembled for it, out of a pool of people most of whom also work somewhere else.
It changes late. Somebody drops out on the Thursday, a call time moves by two hours, and a role you were sure was filled turns out not to be.
And nobody is at a desk. The plan is read on a phone, at a venue, by people who were booked last week.
A shift with nobody on it sits in an open-shifts row of its own rather than vanishing into a gap in the grid, and anybody eligible can claim it — granted straight away or held for a decision, depending on how you set it. You can see what is still uncrewed without counting empty cells.
An email address is genuinely optional. Somebody who will never log in has a full record, appears on the rota and has their hours recorded like everybody else. Invite the ones who want their own screen — in bulk, from the list you are already looking at — whenever you are ready.
A draft is invisible to the crew until you publish it, and the publish control tells you how many shifts are waiting to go out before you send them. After that a swap or a drop is raised in the app, answered by the other person and decided by a manager — so the Thursday reshuffle is one thing you can read back, rather than four conversations nobody kept.
Each person keeps their own availability up to date from their own screen, up to twelve weeks ahead — all day or a window, with a note. The planner sees it while writing the shift, and declared unavailability is one of the things checked as the shift is written rather than after it has gone out.
The hours and cost report prices the hours you rostered at the rate in force when each shift was written. Against that, crew clock in and out from the browser and every timesheet line sets the clocked hours beside the scheduled ones, so an event that ran two hours long is something you are shown rather than something you argue about a fortnight later.
Rotaaa has no idea what an event is. It schedules people against sites, teams and job roles, and most event companies model a venue or a production as one of those. There is no event object, no per-event budget and no show-by-show profit and loss — if that is the shape you need, it is worth knowing before you import your people rather than after.
There is no crewing marketplace. Rotaaa rosters the people you already have; it will not find you freelancers, and it does not hold tickets, licences or qualifications, because documents are not built and a rota that assumed a certificate was current would be worse than no rota at all.
There is no invoicing and no payroll. A timesheet line carries hours and no money, and what leaves the product is a spreadsheet for whatever you bill and pay from.
Rotaaa is free — the whole product, with no paid tier, no card at sign-up and no trial clock. Accounts open by invitation while it is in development, and the waitlist is how to ask for one; public sign-up opens on 1 December 2026.
Join the waitlistWhat free actually meansRead the answers first