An overview of the Staff Rota: who works when for each supported person, plus time, leave, pay and reports.

What is the Staff Rota?

The Staff Rota is a paid add-on a realm admin switches on from Billing; until then the rota stays locked.

Turning on the Staff Rota

A map of the rota: My shifts for staff, a Staff Rota tab per person, the Overview for managers and the settings hub for admins.

Finding the rota — where everything lives

New to eMAR? Start here. What the system is, how to navigate the dashboard, what the colours mean.

eMAR — getting started

For carers: how to find and complete a form, what auto-saves, what locking means.

Filling in forms

New here? Start with the basics — signup, your first area, navigating the app.

Getting started

What the Staff Rota is, turning it on, and finding your way around.

The fundamentals — sending messages, attachments, archiving, search.

Inbox basics

The dashboard, sidebar, About sections, and the apps available inside every {{area}}.

Inside an {{area}}

What workflows are and how to build your first one.

Workflow basics

Adding a new entry, photos, drafts, and the editor.

Writing diary entries

Areas are how Carerealm groups everything about one supported person. About sections, contacts, access control.

Areas & people

Realm-wide and area-scoped channels, the channel directory, ownership and roles.

Channels

Creating {{areas}}, parent groups, settings, archiving — for realm admins.

Managing {{areas}} (admin)

See your rota, claim open shifts, swap, drop or cover, and subscribe in your calendar.

My shifts (for staff)

Queuing a form for someone to complete, the "For you" pile, recurrence, deadlines.

Queued forms & assignments

The two layout modes, day navigation, forms + medications appearing in the feed.

Reading the diary

Day-to-day recording: single doses, rounds, PRN, refusals, missed and off-schedule administrations.

Recording medications

The three building blocks of every workflow, plus variable substitution.

Triggers, conditions, actions

How access works, what moderators can do, and the global-access option.

Access & people

Pre-built templates, test mode, run history, About/Policy automations, realm vs {{area}} scope.

Advanced workflows

For admins: the FormBuilder, question types, conditional logic, sharing, notifications.

Building templates (admin)

Clock in and out, breaks, location check-in, and how timesheets are produced.

Clocking in & timesheets

Threads, reactions, mentions, presence, drafts, scheduled sends, saved messages.

In the conversation

How revision history works in Mode B; admin lock / edit / move / archive flows.

Revisions, locks and edits

Drug interactions, allergy alerts, dose limits, and how safety overrides are recorded.

Safety features

Profile, notification preferences, password, two-factor — your personal settings.

Your account

Completed-form filters, lock/unlock, exports, Insights, single-entry view.

Audit, history & reporting

Direct messages

Monthly overview stats, the AI Insights panel, tab-to-autocomplete.

Insights & AI

Book leave, half-days and your annual allowance, and set the days you can work.

Leave & availability

Adding medications, schedules, archiving, expiry tracking and the PRN library.

Medications management

Create and publish shifts, open and 2:1 shifts, copy weeks, templates and skill matching.

Building the rota (for managers)

Diary configuration page, audit history, bulk export.

Diary admin

Creating sheets, sheet history, PDF export and the validity window.

MAR sheets

Mute, snooze, per-channel notification settings, push on the mobile app.

Notifications & mobile

Export for audit, retention, privacy and encryption.

Admin & compliance

Approve timesheets, leave and swap/drop/cover requests, and grant manager permissions.

Approvals & requests (for managers)

CD register, stock balance, transactions and witness requirements.

Controlled drugs

Covert administration, MCA documentation and scheduled reviews.

Covert medications

Pay rates, the live cost bar and budgets, payroll runs, overtime, sleep-ins and exports.

Pay, payroll & cost

Plan shifts, manage time & attendance, leave, pay and payroll, and forecast revenue — for the people you support.

Staff Rota

Funders and charge rates, per-person overrides, and the revenue/margin forecast.

Funding & revenue

Homely remedies, self-administration, incidents, stock, scheduled sheets, approvals, override logs and more.

Other eMAR tools

Common questions and how to fix things when something looks wrong.

eMAR troubleshooting

Coverage, attendance, Bradford Factor, working-time compliance, teams and branded PDFs.

Reports & exports

Per-{{area}} About sections — versioned, optionally required reading.

About sections

Organisation-wide rota defaults, per-person rota configuration, and staff roles.

Organisation settings

Recording, drafts, revisions, archiving and the daily-diary configuration.

Daily Diary

Per-{{area}} reminders — one-off and recurring, with optional alerts.

Reminders

Unified per-{{area}} day/week/month/agenda view of every dated thing.

Calendar

Electronic medication administration — sheets, rounds, PRN, controlled drugs, safety overrides.

eMAR (medication records)

Stock-check tooling for managing medication inventory in each {{area}}.

Medication stock

Building, queuing, completing and reviewing forms.

Forms

Per-{{area}} contact list — GPs, next of kin, emergency contacts, professionals.

Contacts

Files

Petty cash and money-in/money-out tracking for each {{area}}.

Money tracking

Realm-wide policy documents — required reading, revisions, read receipts.

Policies & procedures

Per-{{area}} audit trail of every recorded action — who did what when.

Activity logs

Secure in-app messaging, notifications, the bell.

Inbox & messaging

Build triggers, conditions and actions to automate routine work.

Workflows & automations

Users, roles, branding, SSO, billing, audit logs.

Admin controls

iOS / Android — installing, offline mode, syncing.

Mobile app

Encryption, retention, GDPR, audit trails.

Security & compliance

When something looks wrong — sign-in problems, missing data, browser quirks.