How it works
Shifts confirmed. Arrivals verified. Exceptions covered.
Three beats, one loop. Everything below happens over the WhatsApp your team already has open.
Shifts confirmed
You build the rota once in the office dashboard — sites, times, who is where. When you publish it, each person gets their own message with their own jobs, and nothing about anyone else's.
They reply to confirm. You see a live picture: confirmed, declined, or not yet answered. Silence is visible, and silence is the thing that catches you out at 6am.
Manage by Text
Hi Priya — you're on 2 sites tomorrow.
1. Kingsway Offices, BH7 · 06:30–09:00
2. Bay Court, BH6 · 09:30–12:00
Reply CONFIRM or DECLINE.
CONFIRM
Manage by Text Thanks Priya. You'll get an ARRIVED prompt at 06:30.
Manage by Text
Time to start — Kingsway Offices, BH7.
Tap ARRIVED when you're on site.
ARRIVED
Manage by Text Logged 06:31 at Kingsway Offices. Next: Bay Court, 09:30.
FINISHED
Arrivals verified
Each site has its own arrival time and its own prompt. Staff tap ARRIVED when they get there and FINISHED when they leave. That is a timestamp your client can be shown, not a phone call you have to defend.
Where a contract needs stronger evidence, the tap also records where it was made and how accurate the phone's location reading was — captured at that one moment, and never at any other time.
Exceptions caught and covered
When someone does not arrive, you do not find out at the end of the day. You get told, while there is still time to fix it.
- You are alerted. Which site, which person, how late.
- You get a short list of real options — not a blank page. Each option is worked out from who is closest, who is already nearby, who is on shift until when, and what they are qualified to do.
- You choose one. You approve the option, and the system tells you in plain words what will change.
- Only the people affected get messaged. If someone's day does not change, nothing lands on their phone. Nobody gets a reshuffle message about a site that was never theirs.
The three options you are shown are deliberately different from each other: the cheapest disruption to the day, the best fit for the client, and the option that protects your best people from being leaned on again.
What it honestly cannot prove
You will be sold "GPS tracking" by someone. Here is the honest version, so you can judge us on it.
- A location reading shows where a phone was when a button was tapped. It is not proof of the work done, and we will never present it as though it were.
- We never track anyone in the background. Location is captured only at the moment of an explicit arrival or finish tap. There is no always-on location, ever.
- What you get is a strong, timestamped, challengeable record — which is what actually settles a client dispute. That is a real improvement on a group chat, and we will not overstate it beyond that.
Nothing about this replaces your judgement. Manage by Text tells you what it knows, works out the options, and hands the decision to a person. It never reassigns a shift on its own.
What you see in the office
A single dashboard for the day, on any browser — no install for you either.
- Today: every shift and site, with a status you can read at a glance — confirmed, arrived, running late, missing.
- Rota: build it, publish it, change it.
- Timesheets: real arrival and finish times, ready for payroll, with a record of anything you had to correct by hand.
- Exceptions: everything that went wrong and what was done about it.
See it on your own sites
The fastest way to judge this is one week of your real rota. That is what the pilot is.