From spreadsheets to one source of truth across 20 stores in just 12.5 weeks

• 20 stores connected through one data hub: Replacing disconnected spreadsheets with consistent workforce information across the business.
• 4.5 weeks to first go-live: Rotageek delivered value quickly with the first store live less than five weeks after project kickoff.
• 12.5 weeks to full rollout: Bringing every store onto Rotageek in under three months.
• 200+ hours of administration saved annually: Implementing Rotageek has massively reduced Oseyo’s time spent chasing spreadsheets, distributing rotas and gathering workforce information from multiple stores.

About Oseyo

Oseyo is the UK's largest Asian supermarket retailer, bringing Korean and wider Asian food, culture and lifestyle products to customers across the country.

As the business expanded its retail footprint, managing schedules through spreadsheets became increasingly difficult. Store managers, payroll teams and head office all needed a consistent view of who was working, who was unavailable and what labour coverage looked like across the business – something spreadsheets could no longer support.

To support its continued growth, Oseyo knew it needed to replace spreadsheets once and for all with a workforce management platform built for retail.

The challenge

While rota creation itself was relatively straightforward with spreadsheets, another challenge came from everything that happened afterwards. Managers had to manually update employee information, distribute schedules, communicate changes and send files back to head office.

As Oseyo continued to grow, those processes became increasingly difficult to manage. Workforce information was spread across multiple spreadsheets, making it challenging for payroll, HR and operations teams to maintain a consistent view. Rota communication was fragmented, with colleagues relying on screenshots, emails or group chats, while head office teams had to wait for stores to provide updates before accessing key information.

As Isaac explains, "When we were a handful of stores, spreadsheets did the job. But as Oseyo grew, they just couldn't keep up - we needed real oversight of what was happening store to store, not files being passed around." The challenge wasn't creating rotas - it was the lack of integration across the wider business.

With a growing workforce and increasing number of stores, Oseyo needed a more scalable approach - one that would bring scheduling, attendance and workforce information together in one platform, while giving colleagues instant access to the information they needed.

The solution

Oseyo chose Rotageek to bring scheduling, attendance and workforce management into a connected platform. Instead of relying on spreadsheets passed between stores and head office, the business now has clear visibility of who’s scheduled, who’s available and what labour coverage looks like across all stores.

This reduces the duplication, manual effort and back-and-forth that came with managing workforce information across separate spreadsheets and store teams.

For Isaac, bringing schedules, attendance and availability together created a level of clarity and control that simply wasn’t possible before.

Alongside digital scheduling, Oseyo uses clocking in and out, holiday management and availability tracking, giving store teams, payroll and head office one connected view of day-to-day workforce activity.

A recipe for rapid rollout

Implementation timeline

With Oseyo’s clear vision and Rotageek’s focused implementation approach, Oseyo moved quickly.

The first store went live just 4.5 weeks after project kickoff. Within 12.5 weeks, every store was live on Rotageek, bringing scheduling, attendance and workforce information together across the business.

Why Rotageek?

Beyond replacing spreadsheets, Oseyo wanted a workforce management platform that could handle the day-to-day challenges of running a growing UK retail operation.

After evaluating several alternatives, the team was looking for a solution that combined scheduling, attendance tracking and employee self-service, without the complexity or hidden costs often associated with legacy workforce management platforms.

Isaac also recalls that many of the alternatives they reviewed were designed primarily for the US market, whereas Rotageek was much more aligned to how UK businesses operate. The flexibility of Rotageek's clocking functionality, alongside its retail-focused approach and competitive pricing, made the decision straightforward, offering what he describes as "the right balance of functionality, flexibility and cost."

The impact - connected operations across every store

Results across the business

Today, operations, payroll and management teams all have access to consistent workforce information across the Oseyo business.

Since rollout in 2024, the retailer’s teams have used Rotageek to schedule more than 62,500 shifts covering over 434,000 hours, demonstrating the sheer scale of workforce management now running through a single platform.

Instead of relying on spreadsheets shared between stores and head office, teams can quickly see who is scheduled, who is unavailable, who’s on holiday and who’s clocked in for their shift.

The results for Oseyo are clear: greater operational oversight, better payroll coordination and a more connected approach to workforce management across every store.  

A clearer view of attendance and availability

Manager and colleague experience

Managers now have a much more accurate picture of workforce activity, with clock-ins recorded against 89% of scheduled shifts across Oseyo’s stores and clock-outs against 83%. This gives payroll and operations a far clearer, real-time view of attendance than spreadsheets ever allowed, reflecting strong adoption across the teams where clocking is part of day-to-day operations.

The platform gives managers and head office better insight into colleague availability, helping them identify staffing gaps earlier and make more confident coverage decisions across stores.

Since rollout, Oseyo has been managing leave requests through Rotageek, giving managers and head office one clear view of leave activity instead of information scattered across inboxes and paper forms. That includes annual leave, unpaid leave, sick leave, maternity leave and part-day absences.

Putting rotas in colleagues' pockets

Rotageek has also transformed the day-to-day rota experience for colleagues.

Store teams can access schedules through Rotageek’s mobile app, as well as requesting holidays and updating their availability without relying on screenshots, emails or group chats. Today, more than 99% of clock-ins across the stores are recorded via the Rotageek mobile app - reflecting just how embedded the platform’s easy mobile scheduling has become in colleagues' daily routines.

As Isaac puts it, “colleagues can now see their rota, update their availability and request holiday in one place” - giving store teams instant access to the information they need and reducing back-and-forth with managers.