Person-centred rostering, time & attendance and payroll

Staff Rota

Build staff rotas around the people you support: scheduling, open shifts, leave, location-stamped clock-in, timesheets and payroll-ready exports, all tied to each person's care record. An optional bolt-on.

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Carerealm Staff Rota week builder showing shifts scheduled around the people being supported

Build the rota in minutes

A week's rota, drag-and-drop simple

Lay out shifts across the week and move them as plans change. Carerealm re-checks for clashes on every edit, so nobody is double-booked or scheduled over approved leave. Keep it in draft until you're happy, then publish a shift, a whole week, or all future shifts at once. Staff are notified the moment it goes live.

Drag-and-drop builder: Create, move and resize shifts with live clash-checking, scoped to each person you support.
Copy a week, or save a pattern: Duplicate last week in a click, or save a multi-week pattern as a template and apply it forward, with clash handling you control.
Templates & one-click publish: Save a proven week as a reusable template, then publish when ready. Staff are notified instantly.

Fill the gaps without the phone-round

Let staff pick up open shifts

Leave a shift unassigned and publish it as an open shift. The first eligible team member to claim it gets it, with a watertight first-come-first-served lock so two people can never take the same shift, and a claim is rejected automatically if it would clash with a shift they already have. No manager round-trip, no scramble to cover.

Open shifts staff can claim: Publish a gap and let the team self-serve, with conflict-safe, race-proof claiming.
One personal rota per carer: Every staff member sees all their upcoming shifts in one place, across every person they support.
Shift acknowledgements: Carers confirm they've seen their shifts, so you know the rota has actually landed.

Leave & availability, handled properly

Time off that adds up correctly

Staff request leave from web or mobile; managers approve or decline with a reply, and the rota reflects it automatically. Approved leave hard-blocks anyone being scheduled over it. A UK-care leave taxonomy (including TOIL) is seeded out of the box, and holiday allowances track each person's entitlement, carry-over and remaining balance in hours.

Self-service leave & approvals: Colour-coded paid, unpaid and TOIL leave types, approved or declined with a message.
Holiday allowances in hours: Annual entitlement, carry-over, taken and remaining, calculated automatically against your leave year.
Availability patterns: Staff set when they can and can't work as one-offs or repeating weekly, fortnightly or 4-weekly patterns.

Time & attendance you can trust

Clock in on location, with proof

Staff clock on and off against the actual shift, from the web or the native mobile app, even offline, with punches syncing when the device reconnects. Set a location and radius for each person's home and clock-ins outside the fence are rejected, with the exact distance reported back. Breaks are logged against the live shift, and an idempotency key means a double-tap can never double-count hours.

Geofenced clock-in: Location-stamped punches with a per-person radius. Off-site clock-ins are blocked, with the distance shown.
Breaks & lateness: Breaks tracked against the shift; clock-ins compared to the scheduled start with a configurable grace period.
Mobile & web clock-in: Works from the mobile app (even offline) or the browser, with GPS location stamped on each clock-in.

Payroll-ready, every period

From approved time to your payroll, in minutes

Every clock-in/out pairs into a timesheet automatically: scheduled versus actual, ready for one-tap approval (with a quick correction to worked minutes where you need it). Generate a locked payroll run for any period straight from approved timesheets and paid leave, then export to a generic CSV or Sage 50. Overtime and sleep-in pay (a care-sector essential generic tools ignore) are handled by the rules.

Self-building timesheets: Approve or correct each timesheet in a tap; paid-break logic is preserved automatically.
Overtime & sleep-in, by the rules: A weekly hours threshold splits basic vs overtime per person; flat or hourly sleep-in rates are priced in.
Lock & export to Sage 50: Finalise a run to an immutable snapshot, then export to CSV or Sage 50, Excel-safe for accented names.

Know the cost as you build

Labour cost and budget, live on the page

A real-time cost bar shows hours, labour cost, open-shift hours and budget-cap usage as you build the rota, per person and per day. Set a weekly budget cap against an individual's funded package and see over-budget warnings before you publish. Pay figures stay confidential: managers without pay access see hours only.

Live labour-cost bar: Hours and cost update as you schedule, with open-shift hours called out separately.
Per-person budget caps: Set a weekly cap against a funded package and get warned before you over-spend it.

The Carerealm difference

Scheduled around the person, not the site

Every other rota tool schedules an abstract shift against a location. Carerealm doesn't, because in Carerealm an area is a supported person. Every shift hangs off that individual's real care record: their eMAR, their About-Me profile, their daily diary and their care team's permissions. So you're never asking "who staffs Site B?" You're asking "who supports Jane this week, and are we within her funded budget?" Your rota and your care record are the same system.

A rota per supported person: Shifts live alongside each person's medications, diary and profile, not in a disconnected scheduling silo.
Access inherited from the care team: Who can see and edit a person's rota already matches who's on their care team, with no extra setup.
Skills & eligibility enforcement: Per-person required skills and certificates are hard-enforced. Unqualified or out-of-date carers are blocked when you try to assign the shift.

On mobile

Run the rota from your phone

Staff see their shifts, claim open shifts and clock in with a location stamp from the Carerealm app. The punch queues offline and syncs when they're back in signal.

Self-service shifts: Carers view their own rota and claim open shifts straight from their pocket, with no manager round-trip.
Location-stamped clock-in: Punches are GPS-stamped and held in an offline queue, syncing the moment the device is back in signal.
Leave & availability on the go: Request time off and set when you can work from anywhere. Managers approve from web or mobile.