Allocation coverage
20–26 Oct · This week
83%+6 pts on last week
Total assignments214
Allocated178
Pending24
Immediate12
Need 25 more for 95%, 36 for 100%.
The application
The staffing application.
One place for clients, staff, compliance, shifts, complaints, invoices, and accounts.
Shift Scheduler
Manage and organize your team’s shifts
ClientStaff
SchedulerList ViewTimesheetsUnallocatedAI Scheduler
Client
Mon20
Tue21
Wed22
Thu23
Fri24
Sat25
Sun26
OakfieldNorthline
HCA07–191/1
HCA19–070/2
HCA07–191/1
HCA19–071/1
HCA19–070/1
RGN07–191/1
HarbourNorthline
RGN19–071/1
HCA07–191/1
HCA07–191/2
RGN19–071/1
HCA07–190/1
HCA19–071/1
St. BrigidNorthline
HCA19–071/1
HCA07–191/1
RGN19–070/1
HCA07–191/1
HCA19–071/1
RGN07–191/1
Live on the desk
The night, as it happens.
Oakfield calls for three healthcare assistants. The agent answers, the app names twenty people who are free, and the admin sends them out five at a time. The yes is the seventh call. Then a person verifies and assigns.
Incoming
Oakfield is on the line.
“We need three healthcare assistants tonight, seven to seven.”
Mary, at the home.
01 · The application
The desk, on one screen.
Coverage for the week, the homes on the books, and the people clear to work them. Open a queue, search a home, and see who can be sent. This is an example week at Northline.
Allocated, pending, and the shifts that cannot wait. The queue beside them is what a coordinator opens first.
Tuesday 27 October
Good evening, Mara
Eight profiles are with a coordinator. Nothing is rostered from them yet.
Staff48611 in review
Active clients28of 31 homes
Shift activity
Allocated against what is still open. Tap a day.
Allocated Still open
Shifts by legal entity
Sorted by open shifts.
Example week at Northline. Names and figures are illustrative.
02 · The caller
Speech to speech, on the agency’s own number.
It picks up at any hour and speaks like a person on the desk. It dials out to fill a shift, and again when a certificate has expired. If the call is missed, it texts.
Incoming, all night
Homes and clients call for cover, to raise a complaint, or to report an incident. Staff call looking for work. The caller stays on the line, takes the detail in their words, and reads it back.
Outbound, to fill a shift
It rings people who are free, allowed on that site, and clear on compliance. A yes is recorded against the open shift. The booking waits for a coordinator.
Outbound, to clear a person
An expired certificate, a missing page, a document the agency will not roster on. The caller says what is wrong and asks them to put it right.
Text, when a link is the point
A missed call gets a text. An upload link, a shift offer, a reminder. The message sits on the same person as the call.
HomeIt’s Mary at Oakfield. We need three healthcare assistants tonight, seven to seven.
CallerOakfield, tonight, seven to seven, three healthcare assistants. I’ll put that with the desk. Is that right?
HomeYes, that’s right.
CallerThe desk has it. You’ll hear once someone is booked.
Written to client requests. Three healthcare assistants still to fill.
A coordinator releases the calls. The home is told only after a person books the shift.
03 · The workspace
The agency, in one app.
Staff, homes, the rota, certificates, timesheets, and the money. A call from the night lands on the same record. Each agency keeps its own people, rates, and homes.
Scheduler
Week of 20 Oct
WeekListStaff
Home
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Oakfield
DanielHCA
Open2 HCA
AishaHCA
LeahHCA
Open1 HCA
PriyaNurse
Harbour
JonahNurse
MaeveHCA
SamirHCA
ElenaNurse
Open1 HCA
ChrisHCA
St. Brigid
NoahHCA
FatimaHCA
Open1 Nurse
BenHCA
HannahHCA
YusufNurse
L
Good evening, Leah
What would you like to do today?
Quick actions
1Assigned1 upcoming
4BroadcastedOpen shifts
AvailabilitySet hours
1Timesheets1 pending
Clock inTonight
ProfileYour details
Desk
The rota, by home and by hour.
A shift has a home, a day, a start, an end, and a role. It stays unpublished until the home is active, the role is set, and a legal entity is on it.
- One shift can need several people. It fills when the bookings reach that number.
- On an automatic shift, the first eligible person who accepts is booked. Overlap, certificates, gender, and shadow training are checked again at that moment.
- On a manual shift, interest does not hold the slot. A coordinator assigns.
- Morning and evening handover sits beside the rota, with a to-do for the next desk.
iOS and Android
Staff app
Next shift, assigned work, and open shifts. Accepting an automatic shift can book it. Registering interest does not.
- Availability for the day, or hours blocked.
- Clock in and out, kept if the signal drops.
- A timesheet photo. The pending list opens offline.
- Onboarding stays on screen until the steps are done, then waits for approval.
Web
Home portal
The home sees its own rota and asks for cover. The request lands in the agency queue.
- Upcoming shifts, and the ones already worked.
- A cancellation ask. It does not remove the shift.
- The confirmations the agency has sent.
Web and the app
Director
A director login sees the legal entities they were given. The staff home stays closed.
- Unallocated, allocated, timesheets still to receive, and timesheets waiting.
- The shifts, sheets, and invoices behind each number.
- A message to the agency about a shift, read in director communications.
- Complaints and expenses, to read or to raise.
04 · Control
The phone work scales. The decisions stay with people.
Coordinators keep accuracy, the limits of the agent, and every choice that commits the agency. The caller can ring a long list before morning. A person still decides who works.
The caller carries it out
A person decides
Caller
Takes the cover request and reads it back.
Coordinator
Whether that shift is filled, and who works it.
Caller
Rings people who are free, allowed on the site, and clear to work.
Coordinator
The shortlist it may call, and the booking itself.
Caller
Asks for a replacement certificate and texts the upload link.
Coordinator
Whether the new document is accepted.
Caller
Logs a complaint or an incident in the words it was given.
Coordinator
How it is handled, and what is said next.
Caller
Writes a transcript against the client and the member of staff.
Coordinator
What gets corrected before anyone relies on it.
Caller
Follows the rules of that agency’s workspace.
Coordinator
Who it may contact, what it may promise, and when a person takes the line.
05 · One night
From the ring to the invoice, on one shift.
An example night inside Northline Staffing. The names are illustrative. The path is the product: the caller, the workspace, and a coordinator at the points that matter.
02:14
Oakfield calls the agency number
Mary asks for three healthcare assistants, seven to seven.
02:16
The caller reads it back
Home, hours, and three healthcare assistants land on the request. Nothing is filled yet.
02:16
The workspace names twenty people
The twenty best to contact first: clear for Oakfield, and free tonight. Closest first.
02:17
Coordinator
A coordinator sends five at a time
The agent may ring the list, five calls to a run. The first five go out together.
02:24
The seventh call is a yes
The first five say no. On the next run, Leah says she can do the shift. She is available, and still unassigned.
02:26
Coordinator
A coordinator assigns Leah
Verified, then assigned to one of the three. Oakfield is told. Leah gets the text.
07:02
Leah clocks in at the home
The visit sits against the booking. Later, the timesheet is approved from the same record.
Day 2
The hour is billed and paid
The invoice uses Oakfield’s rate. Payroll uses the approved hours. One shift, one trail.
06 · Walkthrough
See it on the way your agency staffs.
A walkthrough of the workspace and the caller: incoming cover, the outbound list, a compliance chase, and the places a coordinator steps in.