Software profile
ShareRota
UK-operated rota software for church worship, welcome, media, youth and prayer teams. It includes reminders, leader-approved swaps and schedule exports, with a free one-rota plan.
30-second answer
What to know before you open the full record
- What it is
- UK-operated rota software for church worship, welcome, media, youth and prayer teams. It includes reminders, leader-approved swaps and schedule exports, with a free one-rota plan.
- Contexts worth testing
- Churches scheduling worship, welcome, media, youth and prayer volunteers, Teams moving rota work away from spreadsheets, Leaders needing controlled swap approval and recurring schedules
- Published starting price
- £9 / month
- Relevant UK checks
- Available more broadly
- Shortlist when
- Churches wanting a specialist rota tool for several ministry teams
- Check first
- Run one real rota on the free plan through availability, decline, swap, reminder and export, then ask about under-18 volunteers and obtain the data-processing terms before importing the whole team
- Evidence date
- Sources checked 20 October 2026
This is an evidence-led starting point, not a ranking or hands-on verdict. Supplier sources establish what they publish; your church should test material workflows and resolve the questions below.
Five-minute assessment
Assess the likely fit and trade-offs
Directory assessment
ShareRota is a focused scheduling option for churches that need to organise several ministry teams without adopting a broader church-management system. Its free one-rota plan, published GBP tiers, UK operator statement and church-specific workflow make it a useful specialist comparison. Its privacy policy is now public but thin on hosting, processor and retention detail, and it says the service does not address under-18s, which matters for youth teams with young volunteers.
Decision framing
Shortlist when, then check first
- Shortlist when
- Coordinating multiple church volunteer teams without spreadsheet churn
- Test in a real workflow
- A church-specific rota workflow with a free one-rota plan, published GBP tiers priced by active rotas, and leader-approved swaps
- Settle before buying
- Run one real rota on the free plan through availability, decline, swap, reminder and export, then ask about under-18 volunteers and obtain the data-processing terms before importing the whole team
Decision evidence
Published details for a shortlist
These details are traced to the source shown. Supplier material establishes what the supplier publishes; it is not hands-on testing.
- GBP pricing
- Supplier sourceSupplier publishes a free one-rota plan and monthly GBP plans at £9, £19 and £49, with a 14-day no-card trial on paid plans.Source: Recorded evidence · checked 20 October 2026
- Export formats
- Supplier sourceCalendar exports on every plan; Standard exports on Starter; Exports and API access on Growth and White LabelSource: ShareRota pricing · checked 20 October 2026
Best suited to
- Churches wanting a specialist rota tool for several ministry teams
- A single team that wants to try a free one-rota plan before paying
- Teams that need controlled swaps, reminders and role-based access
Evidence-backed strengths
- Explicit church rota use case
- Free plan for one active rota and published GBP paid tiers
- Paid tiers are limited by active rotas, not by number of volunteers
- Leader-approved swaps, role-based access and calendar exports are published
Limitations and questions
- It is a general scheduling product rather than a full church-management system
- The privacy policy does not state hosting region, processor role, sub-processors or retention periods
- The privacy policy says the service does not address anyone under 18, so ask how youth teams with under-18 volunteers should be handled
- The exact formats covered by standard exports are not published
- SMS delivery, payment and any API usage introduce third-party terms to assess
What the supplier publishes
- Multi-ministry rota planning
- Role-based assignments and coverage checks
- Volunteer reminders
- Leader-approved swaps
- Role-based access for admins, managers and members
- Calendar export to Google, Apple and Outlook calendars
- SMS notifications on Starter and above
- API access on Growth and White Label
What does the supplier currently publish?
Pricing and trial
ShareRota publishes a free plan for one active rota and monthly GBP plans at £9, £19 and £49, limited by active rotas rather than members. Paid plans have a 14-day no-card trial. VAT treatment is not stated.
| Tier or starting point | Published price | What it covers |
|---|---|---|
| Free | £0 | One active rota, core scheduling, email notifications and calendar exports. |
| Starter | £9/month | Up to three active rotas, advanced scheduling, email and SMS notifications, standard exports and priority email support. |
| Growth | £19/month | Unlimited active rotas, advanced scheduling, email and SMS notifications, exports and API access. |
| White Label | £49/month | Growth features plus branding controls, a branded subdomain and dedicated onboarding. |
Free trial: Yes — Starter, Growth and White Label include a 14-day free trial with no card required. The supplier advertises two months free on yearly billing but does not list yearly prices.
Full due diligence
Evidence, operations and source record
Use this full record to test practical details, retain source links and take specific gaps to the supplier.
Published operations and support details
- Data protection information
- ShareRota's privacy policy, last updated 30 September 2026, names Soft Creative Ltd as operator, lists Stripe and unnamed email, SMS, analytics and cloud-hosting providers, and describes retention in general terms. It does not state a hosting region, processor role, sub-processor list or retention period, and says the service does not address anyone under 18. Obtain a data-processing agreement, hosting location, sub-processor list, retention schedule and export format before adding volunteer records.
- Integrations
- Google, Apple and Outlook calendar exports, Stripe card payments, Polar subscription payments, API access on Growth and White Label
- Import and export
- Calendar exports on every plan, Standard exports on Starter, Exports and API access on Growth and White Label
- Support
- Priority email support on Starter and priority support on Growth, Dedicated onboarding on White Label, Supplier offers a demo and help migrating church rotas from spreadsheets
Sources reviewed
Sources support only the fields named beneath each link. Supplier material is not independent testing; external review material is included as a limited signal rather than a verdict.
- ShareRota for Churches
Reviewed 20 October 2026 · Supports: Church rota use case, UK operator statement, Church ministry workflow, Trial and migration help - ShareRota pricing
Reviewed 20 October 2026 · Supports: Free plan, Published GBP tiers, Active-rota limits, Notifications, Exports, Trial, Payment providers - ShareRota features
Reviewed 20 October 2026 · Supports: Role-based access, Swap requests, Reminder channels, Calendar export - ShareRota privacy policy
Reviewed 20 October 2026 · Supports: Operator, Third-party provider categories, Retention statement, Under-18 statement
