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Shift allocation

Allocate shifts. Follow every booking.

Allocate nurses and carers to healthcare shifts, check their compliance and record each stage of the booking, from the first request to the final invoice.

See it in actionExplore the details
A booking at a glance

One shift. A clear next step.

Example shift
ClientOakfield CareRoleRegistered nurseShift time20:00–08:00

  1. Requested

    The client needs a nurse for the night shift.

    Next actionReview suitable staff and compliance.

  2. Employee confirmed

    The allocated nurse has accepted the shift.

    Next actionInform the client.

  3. Scheduled

    The nurse has confirmed and the client has been informed.

    Next actionEmployee check-in.

Illustrative booking journey · sample information

Prefer a detailed allocation process?

If rota planning does not suit the way your agency works, manage each shift through a detailed allocation process. Record requests, compliance checks, employee confirmations and client updates, with a clear status and next action for each booking.

Start with a client request, find suitable staff and record what happens next. Each booking keeps the client, workplace, role, date and working times together with its allocation status.

Use the same compliance checks as rota scheduling when choosing a nurse or carer. Then record employee notifications, confirmations, client approvals and any changes against the shift. Your team can see where the booking stands and what still needs attention.

Keep the details and the next action together

Record the client request

Keep the client, unit, role, date and shift times in one booking. See which requests still need an employee and which are awaiting approval.

Find and allocate suitable staff

Review availability, experience and recorded compliance before assigning a nurse or carer. Record broadcasts and employee requests as you arrange cover.

Track employee confirmation

Record when an employee has been notified, when confirmation has been requested and when they have accepted. Keep allocation and acceptance as separate steps.

Keep the client informed

Record client approval requests, confirmed cover and employee name changes. Make it clear when the home still needs to be told about a change.

Manage cancellations and replacements

Record who cancelled, whether staff have been informed and whether the cancellation has been acknowledged. Identify bookings that need replacement cover.

Follow the completed work

Track check-in, check-out, timesheet approval and invoice generation against the shift. Keep the office informed as the booking moves into attendance and finance.

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.

A status for each stage of the shift

Record the steps that apply to each booking. A shift may move through requests, approvals and confirmations, or need a different path when plans change.

Start the booking and record how you are finding an employee.

  • Requested: A new shift needs an employee.
  • Shift Broadcast: The shift has been shared with employees; allocation is still needed.
  • Employee Requested: Review the employee request for the shift.
  • Approval Pending: Review and approve the shift.
  • Request Approved: Allocate the approved employee.
  • Open on Client Rota: An employee still needs to be assigned on the client rota.

Know what still needs doing

A care home requests a nurse for the evening. The coordinator reviews availability and compliance, then allocates a suitable nurse. A colleague records that a text has been sent and follows up for confirmation.

Once the nurse accepts, the client is informed and the booking is marked Scheduled. If the nurse later cancels, the team records the change and arranges replacement cover.

Illustrative booking example.

A simple process for your team

1. Record the request

Add the client, role, workplace and shift times. Review any approval needed before arranging cover.

2. Check and allocate

Review available staff and the required compliance. Assign a suitable nurse or carer to the shift.

3. Record communication and confirmation

Update the booking as staff are notified, confirmations are received and the client is informed.

4. Follow the shift through completion

Record changes when they happen. Follow check-in, check-out, timesheet approval and invoicing against the booking.

Clear answers for your coordinators

Are the compliance checks the same as rota scheduling?

Yes. Review recorded right to work, DBS and relevant professional registration, including NMC for nurses, alongside the training, skills and other clearance required by the role and client.

Does allocated mean confirmed?

No. Allocated means an employee has been assigned. Employee confirmation and informing the client are recorded separately, so your team can see what remains to be done.

Do all shifts follow every step?

No. Record the stages relevant to the booking. Some shifts need approval or replacement cover; others move directly through allocation, confirmation and attendance.

Can we follow a shift into finance?

Yes. The booking can be followed through check-in, check-out, timesheet approval and invoice generation.

Keep your agency connected

Rota & scheduling

Create rotas, see which nurses and carers are available, and plan shifts for your healthcare clients.

More details

Digital timesheets

Record staff check-in and check-out times, review hours worked and approve timesheets.

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Client management

Keep client details, locations, units, shift needs and commercial information connected to the work you deliver.

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.

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