Plan work across teams and clients
Keep shifts and visits attached to the team, location or client they serve.
See how approved work reaches payroll in Workmax. Book a Workflow Demo
Care scheduling and rota software
Build covered, cost-aware rotas without the weekly scramble
Plan visits and shifts, identify gaps and conflicts, review staffing costs, then publish one clear rota to your team.
Built for UK care and shift-based teams
●Uncovered work●Availability or overlap warning●Staffing hours and budget position
Catch gaps before publishing
Review uncovered work, availability, leave context and overlaps before the rota goes out.
Control scheduled hours and cost
Compare the rota with configured staffing, hours and labour-budget controls.
Keep everyone on the current rota
Publish one schedule and retain the story when assignments later change.
The weekly rota gap
When one change turns the whole rota into a puzzle
A single absence or new visit can expose every disconnected part of the weekly planning process.
Availability sits outside the rota
Coordinators chase messages while approved leave and working availability are reviewed separately.
Work is left without a worker
Visits and shifts remain uncovered while coordinators search separate records for somebody to assign.
Overlaps and cost appear too late
Conflicting assignments and staffing-budget pressure emerge only when the rota is nearly ready.
Employees use outdated versions
A swap, reassignment or late edit reaches people through messages without one current published rota.
Workmax gives coordinators one place to build the rota, review gaps and publish the plan before worked time is recorded.
From demand to published rota
Build the schedule through five controlled stages
Scheduling plans future work. Time Tracking records what was worked, administers leave and prepares approved hours for payroll.
1 Set up the rota
Create the rota, assign its team and client or location context, and configure operating and budget controls.
2 Add the work
Add shifts manually, duplicate recurring work or load a rota template as the starting point.
3 Review gaps and warnings
Check availability, leave, overlaps, assignment evidence, budgets and work that remains unassigned.
4 Assign and publish
Assign employees, review the final rota and publish the shifts that are ready to communicate.
5 Manage schedule changes
Handle later reassignments and swaps while keeping the published rota and its change history clear.
Rota structure
Organise each rota around the work it needs to cover
Keep the team, manager, department, project, location or client context attached to the rota instead of rebuilding it around a blank calendar.
Set its date range, members, operating context and relevant controls before scheduling work.
Duplicate shifts or load a rota template, then review the resulting plan before publication.
Connect the planned shift to the place, project or client it serves where relevant.
Coverage review
Match people to shifts with the right context in view
Review availability, leave and overlapping assignments before deciding who should cover the work. Qualification evidence supports the decision but does not certify suitability.
Use recorded availability and leave context to narrow the people who can be considered.
Identify conflicting assignments and shifts that still need an employee.
Configure rota-level clocking requirements when the optional Time Tracking workflow is enabled.
Budget control
Review staffing, scheduled hours and labour budgets together
Configure daily rota controls and surface warnings when planned employee counts, hours or labour cost move beyond them.
Record planned employee counts, scheduled hours and labour budget for the days that need controls.
See when the current rota exceeds an enabled daily control before publishing it.
Compare the planned rota with its configured budget without claiming future cost is guaranteed.
Generate a proposed assignment plan, review its warnings and make changes before publishing.
Publish and maintain
Publish the rota and respond when care work changes
Publish ready shifts, let employees view their current schedule and preserve the story when work is reassigned, swapped or reordered.
Review and publish individual shifts or a selected group when the rota is ready to communicate.
Give employees access to their upcoming work on supported mobile and web experiences.
Keep the state of reassignments, swap requests and material shift changes available for review.
Keep scheduled visit locations, route order and available travel context within the employee plan.
A real coverage decision
A late care visit becomes uncovered
Follow one informed assignment from the first coverage warning to the employee’s updated rota. Workmax provides scheduling context; the coordinator remains responsible for confirming worker suitability and the assignment.
01 · Spot the gap
The coordinator sees an uncovered evening visit in the rota.
02 · Review context
Available workers appear alongside approved-leave context and an overlap warning.
03 · Check the plan
The coordinator compares scheduled hours and the daily budget position.
04 · Make the assignment
A suitable worker is assigned after the coordinator’s review.
05 · Publish the change
The updated rota becomes visible to the employee and the change remains available for review.
Product proof
Follow the rota from setup to employee schedule
Each screen supports a specific planning, coverage or communication decision.
Rota setup
Example Workmax rota setup showing the people and operating context it covers.
Schedule view
Example Workmax schedule view showing planned shifts across the rota period.
Availability
Example Workmax availability view used as context before assignment.
Budget controls
Example Workmax budget view showing planned staffing, hours and warnings.
Published schedule
Example Workmax employee view used to communicate published work and later changes.
Mobile and web access
Managers and employees can use supported Workmax scheduling experiences across devices.
Connected employee records
Rota membership and assignments use the same employee record as the wider Workmax platform.
Visible change history
Material shift changes and swap states can remain available for operational review.
Care-first planning context
Clients, locations and multi-location visit routes can be represented where the care workflow needs them.
Clear product boundaries
Connect the modules without confusing their jobs
Workmax Scheduling plans future work. Other modules extend the record when care delivery, actual time or payroll processing is required.
Scheduling
Owns rotas, assignments, coverage, budgets, publishing and schedule changes.
Time Tracking
Records clock events, worked hours, leave and approved payroll-ready time.
Care & EVV
Adds care-plan tasks, visit evidence and care-delivery confirmation.
Payroll
Calculates pay and supports the relevant payroll and HMRC workflows.
Connected modules
Start with Scheduling and add the workflows you need
Scheduling is separately priced and does not imply that Time Tracking, Care & EVV or Payroll is included.
Scheduling
Included · £2 per active user/monthRota setup, shift planning, templates, coverage review, budgets, publishing and schedule changes.
Time Tracking
Optional · £2 per active user/monthOptional clock events, worked-time review, leave administration and approved hours.
Care & EVV
Optional · £5 per active user/monthOptional care visits, care tasks, visit evidence and operational care records.
Payroll
Optional · £2 per active user/monthOptional payroll calculation, statutory-pay processing and HMRC submissions.
Simple Scheduling pricing
£25 per workspace per month + £2 per active user.
Pay a £25 monthly platform fee, then £2 for each active user with Scheduling enabled. Prices exclude VAT.
A person whose Workmax account remains active and has the relevant module enabled during the billing month. Additions are prorated from activation; deactivated users stop billing from the next billing period.
20 Scheduling users
£65/month + VAT
£25 platform fee + £40 user charges
Included with Workmax Scheduling
✓Rota and shift scheduling
✓Rota templates and duplication
✓Availability and coverage review
✓Daily staffing, hours and labour-budget controls
✓Publishing, schedule access and shift swaps
✓Shift change and audit history
30-day standard trial · No setup fee · Monthly billing · Month-to-month with 30 days' notice
Time Tracking, Care & EVV and Payroll are optional modules priced separately.
Related guidance
Plan the process around the product
Practical guidance for the scheduling workflows care providers need to get right.
Connected workflow
See how Workmax connects scheduling, time and payroll
Follow planned work through approval and the wider workforce record.
Read the guideCare operations
Explore scheduling within home-care operations
See how rotas connect with visits, care records and workforce workflows.
Read the guideWorked time
Understand the boundary between rotas and timesheets
Scheduling plans future work; Time Tracking records and approves what happened.
Read the guideGetting started
Set up and test one representative rota
Start with the teams and controls coordinators actually use, then validate the workflow before wider rollout.
Configure teams and rules
Set up the locations, teams and scheduling rules used by the rota.
Add members and clients
Connect the employees and client context the rota needs to cover.
Set planning controls
Configure scheduled hours, budgets and optional clocking requirements.
Prepare supported data
Assess existing schedule data and repeating patterns that can be prepared during setup.
Test before publishing
Resolve a representative gap and warning, review the rota and publish the test schedule.
Scheduling questions
Frequently asked questions
Practical answers about Workmax rotas, coverage, connected modules and setup.
Yes. Workmax supports reusable rota templates and shift duplication. Coordinators should review the resulting dates, assignments, availability and coverage before publishing.
Workmax can provide a reviewable auto-scheduling preview that considers available assignment context and identifies unresolved shifts. A manager remains responsible for reviewing and applying the result.
Scheduling can show employee availability and approved-leave context during planning. Leave administration itself belongs to the Time Tracking and time-off workflow.
Yes. Daily controls can be configured for employee count, scheduled hours and labour budget, with warnings when the planned rota exceeds an enabled control.
Employees can access supported Workmax schedule experiences on mobile. Workmax also supports shift-swap requests and retains their request, acceptance or rejection state for review.
No. Scheduling plans future rotas, assignments and coverage. Time Tracking records worked time, administers leave and prepares approved hours for payroll.
Scheduling can represent client, location and multi-location shift context. Care-plan tasks, visit evidence and care-delivery confirmation require the optional Care & EVV module.
Scheduling is £2 per active user per month plus the required £25 monthly platform fee. Prices exclude VAT. Time Tracking, Care & EVV and Payroll are optional modules priced separately.
Care-workforce demo
Turn uncovered work into a rota your team can follow
In your demo, we’ll show how Workmax structures a rota, reviews availability and budget context, resolves an uncovered shift and publishes the resulting schedule.
We’ll use your current rota process to demonstrate coverage review, publishing and schedule changes.