About RotaSync

RotaSync reads your department's rota or allocations spreadsheet (a shared Google Sheet, an Office 365 / SharePoint share link, or an uploaded Excel/CSV file), finds your shifts, and turns them into a calendar feed (.ics) you can subscribe to from Apple Calendar, Google Calendar, Outlook or any 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.

• Automatic parsing that adapts to different rota layouts and shift codes.
• Automatic detection of your name and your shifts across multiple tabs.
• 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 feed, up to 2 live links (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 via a standard subscription link.

RotaSync reads the rota you link (a Google Sheet or Office 365 link must be shared so it can be read) and stores the minimum needed to generate your feed: the sheet link, the name you selected, your shift-timing configuration, and the shifts extracted for you. The rota document itself is never kept: uploaded files and linked spreadsheets pass through a short-lived processing cache — cleared within 10 minutes for a linked rota, or within 30 minutes for an uploaded file while you finish setting it up — and are then deleted. For uploaded rotas we keep an anonymised fingerprint of the document so a later upload can be verified as an update of the same rota (see the privacy policy for details). Rota files naturally contain colleagues' names, so when you link a rota you confirm you're entitled to hold it and that it contains no confidential information. Your calendar feed is protected by an unguessable per-feed token. We don't sell your data. For account and session management we use Better Auth locally, and Stripe for payments; we never store your card details.

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 feeds. See the Docs for full steps. This summary doesn't override your statutory rights as a consumer.