Running a care service today is harder than it needs to be. Managers are expected to balance staffing rotas, payroll, HR records, compliance checks, training, and agency cover – often across a patchwork of different systems. Each task on its own is complex; combined, they create inefficiency, unnecessary costs, and growing frustration for staff and leaders alike.
At Florence, we kept hearing the same question from providers: why isn’t there a single platform built for us? General HR or workforce tools weren’t designed with care in mind. Spreadsheets, while flexible, can’t keep up with regulatory demands. And every additional system creates another login, another training burden, another risk of errors.
We built Florence, and our new Rota feature, to change that. It’s the first AI-powered, end-to-end workforce management platform designed specifically for care. From scheduling to payroll, Rota brings everything together so providers can focus less on admin and more on care.
Why care providers need a different kind of platform
Care leaders know the stakes. Fragmented systems don’t just waste time – they put organisations at risk.
- Rising costs – payroll errors creep in, agency reliance grows, and managers spend hours fixing avoidable mistakes
- Compliance gaps – scattered data makes it harder to evidence safe staffing and meet regulatory demands
- Staff turnover – unclear communication and clunky processes leave staff frustrated and disengaged
These challenges are well known, but the solutions have been slow to arrive. Rota is designed to solve them from the ground up, with care in mind.
What makes Florence different
Florence’s Rota feature enables goes beyond rota planning. It supports the entire staffing lifecycle in one platform, making it easier for leaders to run compliant, cost-effective services. Its core pillars are:
- Build rotas in minutes with drag-and-drop tools and templates
- Streamline time and attendance with digital clock-in and payroll-ready timesheets
- Support staff engagement via instant updates, overtime applications, and leave requests in the Florence app
- Turn data into insights with AI-driven reports on staffing costs and trends
Instead of juggling spreadsheets and manual corrections, managers gain clear visibility from day one. Staff know where they stand, and leaders get the information they need to make strategic decisions.
How Rota works in practice
The workflow is designed to fit seamlessly into a provider’s day-to-day operations. Managers start by building their rota with drag-and-drop tools or templates. Once it’s ready, the schedule is instantly shared with staff through the Florence app. Any leave requests come back into the same system, and updates sync automatically. As shifts take place, attendance is tracked digitally. At the end of the cycle, timesheets export directly to payroll—accurate, complete, and ready to process.
What once took days of manual effort now takes a fraction of the time. Instead of chasing spreadsheets and correcting errors, managers can spend their time on care quality.
Tailored for every type of care organisation
Rota is flexible enough to support:
- Residential and nursing homes
- Supported living and domiciliary care
- Mental health services
- Children’s services
- Private hospitals and NHS trusts
Wherever care is delivered, the core need is the same: a safe, compliant service that doesn’t get bogged down in admin. Rota gives providers the tools to achieve exactly that.
One part of the Florence suite
Rota is part of the wider Florence ecosystem, which helps providers manage every aspect of their workforce. Alongside rota planning, providers can manage their own staff banks, connect with agencies when needed, and train teams through Florence Academy. Together, these products form a single system that reduces complexity and saves money across the board.
The future of workforce management in care
The pressures facing care aren’t going away. Providers are grappling with staffing shortages, rising costs, and stricter regulatory demands. The organisations that thrive will be those that use technology to work smarter – not just to cut admin, but to create safer, more resilient services.
That’s why we built Florence and why we’re going further with Rota: to give care leaders a single, simple platform that meets the unique challenges of the sector. It’s designed to reduce costs, improve compliance, and make life better for both managers and staff. Above all, it frees providers to spend less time on paperwork and more time on care.
See Florence in action
Ready to see how Florence and tools like Rota can transform your workforce management?