Rota System
Every shift covered, without the 6am phone calls.
Rota System is a shift rota app built for UK care. Care homes and care agencies plan rotas, keep staff checks in date and allocate shifts in a few clicks. Care workers always see their latest shifts on their phone.
No card needed to start. Care workers never pay.
| Staff | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
|---|---|---|---|---|---|---|---|
| Amara O.Senior carer | Early | Early | Off | Late | Late | Off | Early |
| Ben T.Care assistant | Late | Off | Day | Day | Off | Late | Late |
| Priya S.Care assistant | Off | Night | Night | + | Off | Off | Early |
| Jo K.Nurse | Night | Off | Off | Day | Day | Night | Night |
Rotas in care shouldn't run on spreadsheets and group chats.
- Rota changes get missed
Shifts are swapped by text and the printed rota on the wall is out of date by Tuesday.
- Expired checks slip through
A DBS or training refresher lapses, and nobody notices until a shift has already been worked.
- Tired staff, back to back
A late followed by an early, or a sixth long shift in a week, is easy to miss on a spreadsheet.
- Hours don't add up
Hours are counted by hand for payroll and invoices, and the queries follow every month.
Rota System keeps the rota, staff checks and hours in one place that managers and care workers can both see, so everyone is working from the same plan.
Built for everyone on the rota
One system, three views. Each person sees what they need to plan, cover or work a shift.
Your whole team's week, at a glance
See every worker's shifts for the week or month on one board, with a count of early, day, late and night shifts covered each day.
Click an empty day to allocate a shift. The worker sees it on their phone straight away.
- Only cleared staff on shiftRecord ID, DBS and all 16 Care Certificate standards. Anyone with an expired or missing document can't be allocated.
- Rest and hours checksA warning before you save under 11 hours' rest or over 48 hours in a week.
- Your own shift timesSet your early, day, late and night times, for one home or a group of homes.
- Share the rota with your teamLet your workers see the team rota from their phone, read-only, instead of the copy on the wall.
Book workers into your client homes with confidence
Every agency shift is booked at a named care home, so your workers always know where they're going.
If a worker is already booked elsewhere at that time, you'll know before you confirm, without seeing who else they work for.
- All your client homes, one boardSee every booking for the week or month, or filter to a single care home.
- No double bookingsClashes with a worker's other shifts are blocked, even shifts with their care home or another agency.
- Compliance at a glanceRed, amber and green status for every worker, with reminders before documents lapse.
- Hours by care homeShifts and hours per client home for any period, as CSV for Excel or PDF, ready for invoicing.
Your shifts, on your phone, always up to date
No more waiting for a text to find out when you're working. Your manager plans the rota and you can check it whenever you need to.
It's free for care workers, and works in the browser on the phone you already have.
- All your shifts in one placeWork for a care home and an agency? Every shift appears on one calendar, showing where each one is.
- Told when anything changesA notification whenever a shift is added, moved or cancelled.
- Your next shift, firstDate, times and place of your next shift as soon as you open the app.
- Your documents, at a glanceSee what your employer has recorded and anything that's due for renewal.
From sign-up to a covered rota
Four steps, and your team is working from the same plan.
Register
Tell us about your care home or agency. We check every registration before it's approved.
Home or agencySet up your homes
Add your home, or the care homes you supply, with your own early, day, late and night times.
Home or agencyInvite your team
Invite workers by email and record their ID, DBS and Care Certificate.
Home or agencyAllocate shifts
Click a day on the rota to add a shift. Workers see it on their phone straight away.
Everyone
Everything a care rota needs, nothing it doesn't
Designed around the way care teams already work: early, day, late and night shifts, mixed teams of permanent and agency staff, and rotas that change daily.
Week and month rota board
Every worker and every shift on one board, with daily cover counts. Print it on one landscape page.
Clash and rest checks
Overlapping shifts are blocked. Under 11 hours' rest or over 48 hours a week needs a second look.
Document tracking
ID, DBS recheck dates and Care Certificate refreshers, with a red, amber or green status for each worker.
Instant shift notifications
Care workers are told in the app as soon as a shift is added, changed or cancelled.
Workers with more than one employer
One account per person, so a worker's care home and agency shifts can never be booked on top of each other.
Hours reports
Hours by worker and by care home for any period, as CSV for Excel or a PDF for printing.
One home or several
Run a single home, a group of homes, or an agency supplying many care homes from one account.
Secure by design
Each organisation sees only its own data. Document numbers are encrypted, and every change to shifts and documents is logged.
Simple pricing, per care home or agency
One monthly price with every feature included. Care workers never pay.
Your joining month and the 2 after it, with every feature. No card needed.
Join this month and your first invoice is for February 2027.
For up to 20 active workers.
- Week and month rota board
- Document tracking and reminders
- Clash, rest and 48-hour checks
- Worker app and notifications
- Reports with CSV and PDF export
For every further 10 active workers, or part of 10.
| 21–30 workers | £54 |
| 31–40 workers | £59 |
| 41–50 workers | £64 |
Up to 20 active workers are included.
Invoiced monthly, after the month ends, on the highest number of active workers you had during it. Only active workers count: people you've invited who haven't joined yet, and workers you've deactivated, don't. No VAT is added.
Common questions
Is it for care homes or care agencies?
Both. Care homes use it to plan their own staff rotas, for one home or a group. Care agencies use it to book their workers into the care homes they supply.
Do care workers pay, or need to download anything?
No. Care workers are free, and they use Rota System in the web browser on the phone they already have. Their employer invites them by email.
What counts as an active worker?
Someone who has accepted your invitation and hasn't been deactivated. We count the highest number you had at any point in the month, so the price doesn't change if someone leaves and is replaced.
When does the free period end?
Your first 3 months are free, starting with the month you join. Join in November and you're free until the end of January 2027, with your first invoice for February 2027. You can check the date on your Billing page at any time.
How do we pay?
We email you a PDF invoice at the start of each month for the month before, payable by bank transfer. Your invoices are also on your Billing page.
How do we bring in our existing staff?
You invite each worker by email. When they accept, you record their ID, DBS and Care Certificate dates, and they're ready to be allocated shifts.
Who can see our data?
Only your organisation. A worker who also works for someone else is checked for clashes across employers, but neither employer ever sees the other's shifts, documents or name. Passport, licence and DBS numbers are stored encrypted.
Get your rota sorted this month
Register your care home or agency today and use everything free for 3 months.
- 3 months free, no card needed
- Then £49 a month for up to 20 active workers
- Free for your care workers
What happens next
- Register with your organisation's details and confirm your email.
- We review your registration and email you when it's approved.
- Set up your homes and shift times, invite your team, and start allocating shifts.
Questions first? Email hello@rotasystem.co.uk