WorkPilotAi vs the other rota apps
Last updated: August 2026
Most rota tools were built for large chains and priced per person per month. WorkPilotAi is built for UK workplaces that just need the rota out on time — care homes, cafés, clinics, retail, security and cleaning teams. Here is how it lines up.
Feature comparison
| Feature | WorkPilotAi | When I Work | Deputy | Planday |
|---|---|---|---|---|
| Drag-and-drop rota with draft and published states | ||||
| Staff request swaps, holiday and shift changes | ||||
| Clock in / out with GPS and photo check | ||||
| UK holiday rules: carry-over, max weeks per request, cap on staff off at once | ||||
| AI rota builder that respects availability and rest rules | ||||
| Plain-English assistant for staff and managers | ||||
| Compliance tracking (DBS, visas, training expiry) | ||||
| Payroll export with configurable column mapping and signed webhooks | ||||
| Custom wording for your industry (shifts, staff, locations) | ||||
| Custom brand colour and background themes |
Based on publicly documented features in August 2026. Rival products change often — check their sites for the latest.
Where each one fits
- When I Work is strong for simple hourly teams in the US, but holiday handling assumes US-style PTO rather than UK statutory leave and carry-over — see the full WorkPilotAi vs When I Work comparison.
- Deputy is a good fit for large multi-site operations with an existing HR stack; it is heavier to set up and priced per person.
- Planday suits hospitality groups that want deep payroll integration and have someone to administer it.
- WorkPilotAi suits a manager who wants the rota built, checked and emailed in minutes, with UK holiday rules and clock-in checks already in place.
Try it on this week's rota
Set up your workplace, add your team and publish a rota in one sitting. Create a free account or read the getting-started guide.