Care home rota software UK
Care Home Rota Software Built for UK Care Teams
Build rotas, identify staffing gaps, track attendance and keep labour costs visible—all from one secure workforce-management platform designed for shift-based care teams.
Card required to start. Nothing charged for 30 days. Your selected plan begins automatically unless cancelled.
Care-home rota challenges
Running a care home rota means juggling day and night cover, last-minute sickness and strict staffing levels — often in spreadsheets and group chats. Small gaps turn into agency bookings, overtime and payroll corrections at the end of the month.
- Uncovered shifts found too late
- Overtime building up unnoticed
- Annual-leave clashes on busy days
- Rising agency costs
- Changing staff availability
- Training and DBS expiry dates
- Payroll corrections after the fact
Smart rota planning
Build the rota manually, reuse a saved template, or start from an AI-assisted draft built around availability, approved leave, skills and rest rules. The draft is only a suggestion: managers review, change and approve everything before anything is published to staff.
Staffing coverage
Set the number of staff you need per team and day. Before you publish, WorkPilotAI highlights uncovered shifts, excessive hours, rest-period problems and staffing requirements that aren't met, so you can fix them first.
Attendance and clocking
Care staff clock in and out from a phone, tablet or computer — no terminal needed. Optional location checks and clock-in windows can be set per site, and any corrections are reviewed by a manager. See the help centre for clocking set-up.
Labour-cost control
See scheduled hours and estimated labour cost from your own pay rates as you build the week, with overtime highlighted and agency hours and cost tracked against internal staffing cost.
Payroll readiness
Attendance checks flag missing clocks, overlaps and unusual durations. Once exceptions are resolved and timesheets approved, export a CSV with your own column names for payroll-ready exports. WorkPilotAI prepares hours — it does not process payroll or make payments.
Multi-site management
Run site-specific rotas for each home, give managers access only to the sites they look after, and view combined reports across the group.
Privacy and responsible AI
WorkPilotAI is for workforce records only and should not be used to store resident or clinical information. The AI suggests; managers decide. Read our privacy notice.
Product screenshots
Week of 3 August · Riverside House
Draft · awaiting manager review| Team member | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
|---|---|---|---|---|---|---|---|
| Aisha K.Senior carer | 07:00–15:00 | 07:00–15:00 | 07:00–15:00 | Off | 07:00–15:00 | 07:00–15:00 | Off |
| Tom B.Carer | 22:00–07:00 | 22:00–07:00 | Off | 22:00–07:00 | 22:00–07:00 | Off | Off |
| Grace O.Carer | 07:00–15:00 | Off | 07:00–15:00 | 07:00–15:00 | Off | 07:00–15:00 | 07:00–15:00 |
| Daniel R.Nurse | Off | 22:00–07:00 | 22:00–07:00 | Off | 22:00–07:00 | 22:00–07:00 | 22:00–07:00 |
Rest rules, availability and booked leave are checked while you build. Nothing reaches staff until a manager publishes it.
Attendance · Mon 3 August
| Person | Clock in | Clock out | Status |
|---|---|---|---|
| Aisha K.Mon | 06:58 | 15:02 | On time |
| Tom B.Mon | 21:55 | 07:05 | On time |
| Grace O.Mon | 07:12 | 15:00 | Late 12 min · reviewed |
| Daniel R.Tue | 21:58 | — | Missed clock-out · exception |
Missed clocks, overlaps and unusual durations are flagged for a manager to review before payroll.
Labour cost · week of 3 August
462 h
Scheduled
18 h
Overtime
24 h
Agency
- Scheduled hours462 h
- Overtime flagged18 h
- Agency hours24 h
Forecast labour vs budget
£15,380 of £16,000 budget
Estimates use your own pay rates as you build the week. They are projections, not promises of cost or savings.
Next shift
Today · 07:00 – 15:00
Riverside House · Early
- Wed 5 Aug07:00 – 15:00
- Thu 6 AugOff
- Fri 7 Aug07:00 – 15:00
Staff see their own shifts only. Holiday balance: 8.5 days.
Frequently asked questions
Is WorkPilotAI suitable for a small care home?
Yes. You can run a single home with one team, then add units, departments or further sites later. Plans are based on how many active employees, sites and departments you cover.
Does the AI make staffing decisions?
No. The AI can suggest a draft rota and highlight gaps or risks, but nothing is saved or published until a manager reviews and accepts it. Managers make every decision.
How do care staff clock in?
Staff clock in and out from a phone, tablet or computer. You can add optional location checks and clock-in windows per site, and managers review any corrections.
Should we store resident information in WorkPilotAI?
No. WorkPilotAI is for workforce records only — rotas, attendance, leave and staff compliance. Do not store resident or clinical information in it.
Can we export hours to our payroll provider?
Yes. Once attendance exceptions are resolved and timesheets approved, you can export a CSV with column names you map yourself. WorkPilotAI prepares hours; it does not process payroll or make payments.
How much does it cost?
Pricing depends on the number of active employees, sites and departments. Every plan includes the full product. See the pricing page for current plans.
How does the 30-day trial work?
Card required to start. Nothing charged for 30 days. Your selected plan begins automatically unless cancelled.
More questions? See pricing, all features or contact us.
Spend less time chasing rota changes and more time supporting your team.
Card required to start. Nothing charged for 30 days. Your selected plan begins automatically unless cancelled.