BetterOasis: Empowering Care with Automated Payroll
The Challenge
BetterOasis provides high-quality supported accommodation and personalised care for young people across England. Operating 24/7, their team of experienced support workers handles everything from shared accommodation to floating support services.
Before Workmax, managing a distributed, round-the-clock workforce was a major administrative burden:
- Complex Shift Patterns: 24/7 care requirements meant tracking sleep-ins, weekend premiums, and emergency cover manually.
- Compliance & Auditing: As an OFSTED-registered provider (URN: 2769349), maintaining perfect records for "Right to Work" and training certifications was essential but time-consuming.
- Manual Payroll Sync: Data from various supported living locations had to be manually compiled for HMRC RTI submissions.
The Workmax Solution
BetterOasis implemented Workmax to create a "digital haven" for their administrative processes, matching the nurturing environment they provide for their residents.
1. 24/7 Mobile Time Tracking
Support workers across different shared accommodation sites now clock in and out via the Workmax mobile app. GPS verification ensures that staff are on-site at the correct location, providing peace of mind for both management and regulatory bodies.
2. Automated Care Premiums
Workmax's flexible pay rules engine was configured to handle the specific needs of social care, including automatic calculation of sleep-in rates, bank holiday premiums, and overtime, syncing directly to the monthly pay run.
3. Compliance Document Management
BetterOasis uses the HR module to store and track essential compliance documents. Automated alerts notify management when a team member's DBS check or training certification is due for renewal, ensuring they always meet OFSTED's high standards.
The Results
"Workmax has transformed how we support our team. In social care, our focus should always be on the young people we serve, not on chasing timesheets. Workmax has given our managers the gift of time, allowing them to focus on empowering lives rather than processing paperwork."
— Management Team, BetterOasis
- 70% Reduction in payroll processing time across their supported living network.
- 100% Audit Readiness: All staff compliance documents are now centralized and instantly searchable.
- Improved Staff Satisfaction: Team members receive instant mobile payslips and can request time off directly through the app, reflecting the "empowering and nurturing" culture of the business.
Industry: Social Care (OFSTED Registered)
Location: Norwich & Across England
Modules Used: Payroll, HR, Time & Attendance, Scheduling
