The admin desk for your volunteers and staff.
My Nine to Five puts your rota, onboarding, hours, pay and expenses in one friendly place — so you spend less time on admin and your team always knows what's happening.
- Fewer spreadsheets — everything in one place
- Less chasing — reminders and reference nudges sent for you
- Clearer records — DBS, training and hours, always up to date
No credit card. No lock-in. Your people just need a browser.
This week
- 3 need people
- waiting lists moving
Onboarding
- 2 references back
- 1 DBS to renew
Hours to approve
- 4 expense claims
- pay list ready Monday
Reminders sent
- by email, on time
- calendar feeds synced
Everything in one place
One desk for the whole crew
Every organisation is different, so every part of My Nine to Five can be switched on or off. What are you interested in? Tap a topic to see the parts that matter to you.
Onboarding that finishes
A checklist each new person works through: seamless reference checks (emailed straight to referees and chased for you), document signing in the app, and checks by role — DBS and required training, with expiry dates tracked.
References & DBS, handled
Reference chasing is built in — automatic nudges until the reference lands. Record DBS checks and renewal dates, mark which roles need them and at what level, and see everyone's status at a glance.
Rota & self-booking
Publish shifts people book onto themselves — or assign everyone if you prefer. Waiting lists move people up automatically, and everyone can subscribe to their shifts in Google, Apple or Outlook.
Calendar that keeps up
Every shift can land in your people's own calendars — Google, Apple or Outlook — so nobody misses a change without knowing about it.
Hour logging for everyone
Hours for salaried staff, volunteers and hourly-paid people, all in one place. Attendance from the kiosk feeds straight in, so nobody has to type what they've already done.
Approvals & payroll
Hourly-paid staff log hours, you approve the timesheet, and approved hours go on one clean list to pay. No spreadsheet gymnastics at the end of the month.
Expenses & mileage
Expense and mileage claims with receipt photos, approval and payment tracking. Claims don't get lost in inboxes, and you always know what's owed.
Documents everyone signs
Upload a new document for everyone to read and sign — each person gets an email and sees it in the app. Signing happens right there; you watch the list fill up.
Internal messaging
Built-in messaging keeps conversations with your people out of your personal inbox — one place for announcements, questions and nudges.
Reminders that turn up
Email reminders before every shift, daily gap alerts to coordinators, and a Monday-morning summary for managers. Every send is logged, including failures.
Check-in kiosk & sign-up
A tablet or phone at your venue for checking in and out — attendance feeds straight into hours and pay. There's also a public sign-up page for your website or a QR code.
Reports & records
Hours, attendance and people reports, CSV exports, and a full activity log. Fine-grained access levels mean people only see what they should.
Recruitment, built in
People apply through your public sign-up page, then flow straight into onboarding — no copy-pasting from forms into spreadsheets.
Customised to your business
Add your logo and brand colours, and use your own lexicon — what you call your people, shifts and teams. Your app looks and sounds like yours.
How it works
Set up in an afternoon, not a quarter
You get your own private app — one site for your screens, one locked-away database for your data. No server to look after. No spreadsheet to break.
Tell us about your crew
What you call your people and shifts, your teams, roles, locations and pay rates. Everything is worded your way.
Invite your people
They sign in with an emailed code or one-click link — no passwords to forget. You choose who sees what.
Run your week
Rotas fill themselves, reminders go out, onboarding finishes, pay and expenses land in one approved list.
See the whole picture
Dashboard, reports and a weekly summary. Your data stays yours, private to your organisation.
Who it's for
Made for teams like yours
If you coordinate people who give their time — or a mix of volunteers and hourly-paid staff — My Nine to Five is built for you.
- Community food banks & pantries mixing volunteers with casual staff
- Charities & CICs onboarding with references and DBS
- Sports & activity clubs repeating sessions and events
- Community venues & cafés kiosk check-in and hours
- Heritage & arts groups training records and rotas
Security & your data
Your people's records, treated with care
References, DBS status, pay rates, contact details — the records you'll keep in My Nine to Five deserve proper protection. Here's exactly how that works, in plain English.
Separate, private data
Every organisation gets its own private database and file storage. Your records are never mixed with another organisation's, and all data is hosted in the UK/EU on Cloudflare's infrastructure.
Access you control
Fine-grained permissions decide who sees what. People sign in with an emailed one-time code or link — no shared passwords to leak — and connections are encrypted throughout.
Your data stays yours
Your organisation is the data controller; we act only on your instructions as your processor. Export everything yourself at any time — CSV files and full copies on request — with no lock-in.
Clear retention rules
If you ever leave, we export a full copy for you and delete your database and files within 30 days. Backups are overwritten within a further 60 days, after which recovery is impossible.
A written data processing agreement is available on request, and we'll notify you without undue delay if a breach ever affects your records. Read the full privacy notice.
Pricing
We're new — and honest about itPioneer pricing for our first ten organisations
My Nine to Five is young. Rather than pretend otherwise, we're inviting a small founding group to shape it — and pricing it like we mean it.
⚡ Pioneer
For our first ten organisations:
then 50% off for the rest of your first year, and 20% off the standard price for life.
- Free for your first 3 months — no commitment, no card required
- 50% off the standard price for the rest of year one
- Lifetime 20% off the standard price
- Your suggestions jump the roadmap queue
- In exchange: honest feedback along the way, plus a short testimonial and your organisation's name on this page once you're happy
How the discounts work: your 3 free months start when your app goes live. Months 4–12 are 50% off the standard price for your size, and from year two you pay 80% of the standard price for as long as you stay. No setup fee, no card required to start.
Claim a Pioneer spotPriced by organisation size, like everyone else — Pioneer just makes it cheaper.
Standard
Simple pricing by organisation size:
- 1–20 people — £35/month
- 21–50 people — £80/month
- 51–100 people — £130/month
- 101+ people — talk to us
- Every feature, every module — nothing held back
- Your own private app and database
- Email reminders, alerts and digests included
- Updates included — one product, everyone gets it
- Onboarding done with you, and friendly email support, included in the price
Charities always get 20% off. "People" means the volunteers and staff with an account in your app — not everyone on a mailing list. No setup or migration fees; we help you bring your people across.
Join the waiting listCancel any time — export your data whenever you like; we delete it within 30 days of you leaving.
Why we built this
A note from the founder
My Nine to Five exists because small organisations do some of the most important work in their communities with the least admin support.
“Time and again I've seen the same picture: one coordinator holding a charity together with a rota spreadsheet, a folder of DBS certificates, a shoebox of receipts and a memory for who's trained in what. It works — right up until that person takes a holiday. I built My Nine to Five so that the admin that keeps a small team running has a proper home: one place for your people, your week and your records, priced so even the smallest group can afford it.” — Ancor, founder of My Nine to Five (and the person who answers your emails)
We don't have customer testimonials yet — we'd rather show you the working product than invent praise. The first ten Pioneer organisations will be featured here with their story, once they've lived with the software and have something real to say about it.
Questions
Fair questions, straight answers
You're new — why should I trust you with our data?
Each organisation gets its own private database and its own app — your data is never mixed with anyone else's. We built My Nine to Five on Cloudflare's enterprise-grade infrastructure, and you can export everything at any time. And because we're new, you get our full attention.
What's the catch with the Pioneer offer?
There isn't one, but there is a trade: the 3 free months and the discount are real, and in return we ask for a short testimonial and your organisation's name on this page once you're happy. If you're not happy, you just say so and leave with your data.
How is our data protected, and who is responsible for it?
Every organisation gets its own private database — your data is never mixed with anyone else's, and it's hosted on Cloudflare's infrastructure. Your organisation remains the data controller of your volunteers' and staff records; My Nine to Five acts as your data processor. You can export everything at any time. See our privacy notice for the details.
We're volunteers, not very technical. Is it hard?
No. Everyone signs in with an emailed code or a one-click link — no passwords. Coordinators get a plain-English settings page, and we set the whole thing up with you. If you can use a web page, you can use My Nine to Five.
Does it handle paid staff as well as volunteers?
Yes — that mix is exactly what it's built for. Turn on pay for hours and your hourly-paid staff's approved hours go on a list to pay each month, alongside expense and mileage claims.
What about DBS checks and safeguarding?
Record DBS checks and their renewal dates, mark which roles need them and at what level, and restrict people from roles until their checks and required training are in place.
What if we only need some of it?
Every module — rota, onboarding, pay, expenses, kiosk and so on — can be switched on or off. Menus and permissions tidy themselves up automatically. You never fight features you don't use.
Can we leave?
Any time. Your data is yours; we'll help you export it. No lock-in, no cancellation fees.
Can you help us move from our spreadsheets?
Yes. There are no setup or migration fees. Send us your current spreadsheet and we'll help you bring your people, roles and shift patterns across as part of onboarding — it's part of the setup we do together.
What training and support are included?
We set the whole thing up with you, walk your coordinators through it, and answer questions by email — usually within one working day. Coordinators also get a plain-English settings page, and everyday screens are designed so volunteers need no training at all.
Who owns our data?
You do. Your organisation is the data controller; we act only on your instructions. You can export everything yourself at any time, and if you ever leave we export a full copy for you before deleting your database within 30 days.
What happens if something goes wrong?
Email [email protected] and a real person — usually the founder — will get back to you, normally within one working day. If a personal data breach ever affects your records, we'll notify you without undue delay so you can meet your own reporting duties.
Give your crew the desk they deserve
Start your 3 free Pioneer months today. We'll have your rota running within the week.
Get started
Tell us about your crew
Two minutes, no commitment. A real person reads every message and replies within one working day. We'll answer your questions, and if it sounds like a fit, book a short informal call — then setup usually takes a few days, done together.
Prefer email? Write to [email protected].
Thanks, we've got it
We'll be in touch within one working day. Keep an eye on your inbox (and your spam folder, just in case).