Work System
The Hub / Rota & cover

A rota that fills itself with the right people.

Set each site's regular shifts once. Every week the Hub creates the shifts, ranks who can do each one, fills the gaps, and publishes to your staff's phones. When someone drops out, cover is a tap away.

Regular shifts per siteOne-click auto-fillRanked suggestions with reasonsDrop-outs and coverStaff availability

How a week runs

Six steps, most of them automatic. The office stays in control of every decision.

Set regular shifts

Each site's usual pattern: days, hours, how many people. Done once.

Create the week

One click turns the patterns and any booked events into this week's shifts.

Auto-fill

The best-matched person goes into every empty slot, within their hours and rest.

Check and adjust

See it by site or by person. Swap anyone with one click.

Publish

Staff see their own shifts on their phones the moment you publish.

Cover drop-outs

Someone can't make it? See who's qualified and free, and message them in one tap.

Suggestions you can trust

It tells you why, not just who

For every shift, the Hub lists the people who can do it, ranked, and the people who can't, with the reason. Nobody gets suggested for a job they're not qualified for, and nobody gets booked onto two sites at once.

  • Right licence or ticket for the site, and in date
  • Skills the site needs, such as first aid or a driving licence
  • Site induction done, and not barred by the client
  • Not on holiday, not already working, not under eight hours' rest
  • Within their maximum hours for the week
Drop-outs

Cover in minutes, not an evening of phone calls

When someone drops out, the shift turns amber on the rota and on your overview. Open it and you see only the people who could cover it, each with a Call, WhatsApp and Text button and the message already written. Whoever says yes, you put them on the shift and everyone's rota updates.

  • Staff can flag a drop-out themselves from their phone, with a reason
  • The office is told immediately
  • Nobody who's already working, on holiday or unqualified is offered

What each person sees

The office

  • The whole week by site, or by person with their hours
  • Gaps in red, drop-outs in amber, everything else green
  • Every shift's suggestions, with reasons
  • Draft or published status for each week
  • One-off shifts for cover, extras or events
  • A rota summary on the overview page: what needs cover in the next seven days

Staff

  • Their own shifts, with the address and a map link
  • Nothing until the office publishes the week
  • A six-week calendar to say which days they can work
  • An "I can't make this shift" button that tells the office straight away
  • Their own profile, licence and booked holidays
  • Nobody else's information, ever

Rules the rota respects

Set once on each person's profile and each site. The Hub does the checking so the office doesn't have to.

Working patterns

Full-time, part-time on set days, or a floater who travels for hours.

Priority staff

Mark the people you want offered work first. They go to the top of every list.

Usual site

People who normally work a site are preferred for it, so clients see familiar faces.

Client preferences

Record who a client has approved, and who they've asked not to have back.

Maximum hours and rest

Weekly hour limits and eight hours between shifts are enforced by auto-fill.

Day and night preference

Someone who prefers nights is suggested for nights first.

Questions about the rota

Does auto-fill decide who works?

No. It makes a suggestion for every empty slot, following the rules above, and the office checks and changes anything before publishing. Nothing reaches staff until you press publish.

What about sites where the hours change at short notice?

Mark the site as flexible. Shifts are still created from its usual pattern, and you change the times on the day. Staff see the updated time on their phone.

Can staff swap shifts between themselves?

Not without the office knowing. A member of staff can flag that they can't make a shift; the office then chooses the cover from the people who are qualified and free. That keeps the rota accurate and the client happy.

Does it send the rota out by email or text?

Staff see their shifts in the Hub as soon as a week is published. Email and text reminders can be added as a module, with a small per-message cost for texts.

Goes well with

See the rota built from your own sites

Bring your current rota, however you do it now. We'll show you what the same week looks like in the Hub.

Book a demo

Or email shae@worksystem.uk · ring 07707 936959