Skip to content

Rota & scheduling

Plan shifts and allocate the right staff.

Create rotas for your healthcare clients, see who is available and allocate nurses and carers to shifts. Check right to work, DBS and the professional registration required for the role before allocation.

See it in actionExplore the details
StaffAxis /Weekly rota Your workspace
OAKFIELD CARE · ALL UNITS

Weekly rota

All roles ⌄26 Oct – 1 NovConfirmed Open shift
Your team
Mon 26
Tue 27
Wed 28
Thu 29
Fri 30
AWAmelia WardRegistered nurse
Day off
Oakfield · Unit 120:00 – 08:00Confirmed
Oakfield · Unit 108:00 – 20:00Confirmed
Oakfield · Unit 120:00 – 08:00Confirmed
Day off
DBDaniel BrooksCare assistant
Oakfield · Unit 208:00 – 20:00Confirmed
Oakfield · Unit 220:00 – 08:00Confirmed
Oakfield · Unit 208:00 – 20:00Confirmed
Day off
Oakfield · Unit 208:00 – 20:00Confirmed
PSPriya ShahRegistered nurse
Oakfield · Unit 108:00 – 20:00Confirmed
Oakfield · Unit 120:00 – 08:00Confirmed
Oakfield · Unit 120:00 – 08:00Confirmed
Oakfield · Unit 108:00 – 20:00Confirmed
OJOliver JamesCare assistant
Oakfield · Unit 208:00 – 20:00Confirmed
Day off
Oakfield · Unit 208:00 – 20:00Confirmed
Oakfield · Unit 220:00 – 08:00Confirmed
Oakfield · Unit 208:00 – 20:00Confirmed
Your people. Your plan. In one view.

Illustrative product screen · sample information

A clear rota for your healthcare agency

See which shifts are booked, who is working and where you still need cover. Plan day and night shifts for care homes, hospitals and other healthcare clients. Keep the client, unit, role and working times recorded against each booking.

When allocating a shift, StaffAxis checks the staff member's recorded compliance for the role. Your coordinators can review availability, right to work, DBS and NMC registration for nursing roles as part of the same process.

What your team can do with rota & scheduling

Plan the day or the week

Use daily and weekly views to review bookings and plan ahead. See confirmed shifts and gaps in cover so your team knows which bookings still need staff.

Organise shifts by client and unit

Link each shift to the right healthcare client and workplace. Record the unit, required role and start and finish times so staff know where they are needed and when.

Match staff to the role

Review the role and experience needed for each booking. Allocate registered nurses to nursing shifts and carers to suitable care roles, taking account of the skills your client requires.

See who is available

Review staff availability alongside the rota. Check existing bookings before agreeing a new shift and use the recorded availability to find suitable cover.

Manage changes and replacement cover

If a client changes a booking or a staff member becomes unavailable, update the rota and arrange replacement cover. Keep open work visible for the rest of your team.

Connect shifts to timesheets

Keep allocated shifts connected to staff shift details, check-in and check-out, and timesheet review. Use completed work to support invoicing and staff pay.

Check compliance before allocating a shift

Review right to work, DBS and relevant professional registration during allocation, alongside the recruitment, training and clearance requirements for the role and client.

Identity and right to work

Confirm identity and UK right-to-work checks are complete. Review work restrictions and any follow-up check dates, including limits that may affect the proposed shift.

DBS and safeguarding

Review the appropriate DBS check for eligible roles in England and Wales, including relevant barred-list checks where required. For Scotland and Northern Ireland, apply the relevant Disclosure Scotland / PVG or AccessNI requirements.

NMC and professional registration

For nursing shifts, confirm current NMC registration and review any conditions or restrictions. For other registered roles, check the relevant regulator, such as the HCPC for allied health professionals.

Qualifications and clinical skills

Review the qualifications, experience and competencies needed for the booking. Match clinical skills to the work, rather than relying on a job title alone.

Employment history and references

Check that employment history, references and any gaps needing explanation have been reviewed during recruitment. Resolve outstanding recruitment checks before placement.

Occupational health clearance

Review the relevant fitness-for-work clearance and any work restrictions. Confirm that role-specific health and immunisation requirements have been addressed where applicable.

Training and client requirements

Review training required for the role and setting. This may include safeguarding, moving and handling, infection prevention, basic life support, medicines training and client induction.

Renewals and outstanding checks

Review missing records, upcoming renewals and follow-up checks before allocating future work. Make sure the required clearance covers the planned shift dates.

Checks depend on the role and workplace

Requirements vary by UK nation, regulated activity, professional role and client contract. Training and health requirements should match the work being carried out. DBS certificates have no official expiry date; review or repeat checks follow applicable guidance and employer or client policy.

StaffAxis brings recorded compliance into the allocation process. Your agency remains responsible for completing the required checks, reviewing the evidence and keeping staff records up to date.

Filling a nursing night shift

A care home needs a registered nurse for a night shift from 20:00 to 08:00. The coordinator reviews available nurses and checks the proposed staff member's right-to-work status, DBS details and NMC registration. They also review the skills, training and client requirements for the booking. Any outstanding check needs attention before cover is confirmed. The allocated shift then appears on the rota for the office to review.

Illustrative working-day example.

A connected workflow, step by step

1. Add the client shifts

Choose the client, unit, dates and required role. Enter the start and finish times and review where cover is needed.

2. Review staff and compliance

Find available staff with the right experience. Check recorded right to work, DBS and relevant registration, together with the training and clearance required for the booking.

3. Allocate and keep the rota updated

Allocate the agreed staff member and review any remaining gaps. Update the schedule when bookings or staff availability change.

Your questions, answered

Yes. Keep client schedules organised and review the shifts your agency needs to cover.

Keep your agency connected

Staff availability

Bring staff availability and unavailability into the planning conversation, so the office can make informed decisions.

More details

Shift allocation

Keep open shifts, available staff and allocation progress together. Give your coordinators a clearer way to manage every booking.

More details

Staff mobile app

Give staff a connected way to view allocated shifts, check in and out, and keep important work information close at hand.

More details

Bring your agency’s working day together

Explore StaffAxis with a walkthrough built around your people, your clients and the work you want to make easier.

Book your StaffAxis demoYour agency. Your questions. A clearer next step.