Clinics
Reminders, cancellation fills, intake forms and the front desk inbox, handled automatically.
Works with Rotacloud · Deputy · When I Work
Rotas that update themselves.
We automate rota admin for small UK teams: swaps, availability and holiday requests update your rota software or rota planner automatically, clashes are flagged, and the right people are told.
Today
of 4 done
- Swap request checked
- Rota updated, team told
- Clash flagged for Friday
- Next week’s rota drafted
Before and after
From rebuilding the rota every week to approving it in a minute.
Before17:00 · Not done
- Swap requests arrive by text, WhatsApp and email.
- Someone rebuilds the rota spreadsheet every week.
- Clashes and gaps are spotted late, often on the day.
- Staff keep asking the same question: am I on this weekend?
After17:00 · Done
- Requests come in one way and are checked against the rota.
- Approved changes update your rota planner and tell the people affected.
- Clashes, gaps and overtime are flagged before they become a problem.
- Next week’s rota is drafted from availability you already collect.
What stays with you. You still approve the rota and make the judgement calls. The workflow does the checking, updating and telling.
How it works
How the workflow runs.
We build it inside the tools you already use, test it on real work, then switch it on.
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Requests are captured in one place.
Swaps, holidays and availability come in through one simple form or message, not five different channels.
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It’s checked against the rota.
Each request is checked for clashes, cover and hours, then sent to you to approve with one click.
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The rota and the team are updated.
Your rota software or spreadsheet is updated and the people affected are told, so nobody has to ask.
Works with
- Rotacloud
- Deputy
- When I Work
- Google Sheets
- Excel
- Google Calendar
- Outlook
- WhatsApp Business
Using something else? If a tool can send email or connect to other apps, we can usually work with it. We confirm on your audit call.
By industry
Where it pays off.
Rota automation works for most small businesses. Here is how it fits these industries.
Hours calculator
How many hours does the rota cost you?
Count whoever builds the rota and handles changes. The starting figures are only an example.
People who do admin in a normal week
Each week: chasing, copying, sorting, replying
Wages plus employer costs, in pounds
Assumes a workflow takes on 40% of that admin, over 46 working weeks a year. Your audit gives you the real figure.
Hours back per week
2.4hrs
About 0.3 working days, every week
Hours back per year
110hrs
Value per year
£2,420
Not ready for a call? Send us your numbers on WhatsApp.
Send my numbers on WhatsAppYour figures are filled in for you. Nothing is sent until you press send.
Is this a rota planner app?
No. It works with the rota planner or rota software you already use, or with a spreadsheet. It handles the requests, checks and updates around the rota, so planning takes minutes instead of hours.
Can staff still swap shifts themselves?
Yes. Staff request a swap as usual, the workflow checks it against cover and hours, and you approve it with one click. Everyone affected is told automatically.
What if we use a spreadsheet for our rota?
That works. Plenty of small teams do. We can update a Google Sheet or Excel rota directly and send people their shifts, without moving you onto new software.
Does it work for clinics and shift based teams?
Yes. Clinics, trades teams and agencies all follow the same pattern: requests in, checks run, rota updated, people told. We set the rules around how your team works.
How much does it cost?
The audit is free, and so is the 90 day pilot. Before we build, we agree an hours target and the monthly price in writing. If the workflow hits the target by day 90, it stays on at that price. If it doesn’t, you owe nothing.
17:00 · Done
Your evenings start at five.
Book a free 30 minute workflow audit. You leave with your top three workflows and the hours each would give back, in writing.
Book a free audit