Build the rota
Create shifts and reuse templates around the people and locations you manage. Assignments stay connected to the employee record.
Staff scheduling and rota software
Build covered, cost-aware rotas without the weekly scramble
Plan shifts, check availability and cover, review staffing costs and publish rotas with Workmax scheduling software for UK teams.
- 63 planned shifts
Across the rotas in this example
- 15 enrolled workers
See who is part of the rota
- Published shifts, clearly shown
Times and status in the weekly view
Keep the rota moving
Make changes without losing the plan.
Give managers one place to review coverage and keep employees working from the current rota.
- Stop chasing availability. Review recorded availability and leave before assigning shifts.
- Spot uncovered shifts. See which work still needs someone assigned.
- Catch clashes and budget pressure early. Review overlaps and configured budget warnings before publishing.
- Keep everyone on the latest rota. Publish changes so employees can check their upcoming work.
- Find the right cover
Review availability and leave
- Keep everyone in the loop
Publish the latest shift changes
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.
Set up rota details and coverage · example data · Open full-size image (new tab) Step 1Set up the rota
Create the rota, assign its team and client or location context, and configure operating and budget controls.
Add a shift: worker, times and breaks · example data · Open full-size image (new tab) Step 2Add the work
Add shifts manually, duplicate recurring work or load a rota template as the starting point.
Before you publish
Check the gaps. Review the plan.Availability and leave · Overlapping shifts · Budget warnings
Step 3Review gaps and warnings
Check availability, leave, overlaps, assignment evidence, budgets and work that remains unassigned.
Five-person coverage week · example data · Open full-size image (new tab) Step 4Assign and publish
Assign employees, review the final rota and publish the shifts that are ready to communicate.
Edit shift pay items: sleep-ins and mileage · example data · Open full-size image (new tab) Step 5Manage 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.
Define the rota once
Set its date range, members, operating context and relevant controls before scheduling work.
Reuse recurring work
Duplicate shifts or load a rota template, then review the resulting plan before publication.
Keep client and location context visible
Connect the planned shift to the place, project or client it serves where relevant.
Plan together
A clearer plan for every shiftPeople · Availability · Coverage
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.
See availability before assignment
Use recorded availability and leave context to narrow the people who can be considered.
Review overlaps and open work
Identify conflicting assignments and shifts that still need an employee.
Keep clocking requirements visible
Configure rota-level clocking requirements when the optional Time Tracking workflow is enabled.
Coverage review
Find the right coverAvailability · Leave · Open shifts
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.
Set daily rota budgets
Record planned employee counts, scheduled hours and labour budget for the days that need controls.
Review warnings while planning
See when the current rota exceeds an enabled daily control before publishing it.
Use cost as decision context
Compare the planned rota with its configured budget without claiming future cost is guaranteed.
Review a proposed assignment plan
Generate a proposed assignment plan, review its warnings and make changes before publishing.
Budget planning
Check the cost before publishingStaffing · Scheduled hours · Budget warnings
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.
Publish ready shifts
Review and publish individual shifts or a selected group when the rota is ready to communicate.
Support employee schedule access
Give employees access to their upcoming work on supported mobile and web experiences.
Retain change and swap history
Keep the state of reassignments, swap requests and material shift changes available for review.
Order multi-location care visits
Keep scheduled visit locations, route order and available travel context within the employee plan.
Keep your team informed
One place to check upcoming workPublished shifts · Changes · Schedule access
Monthly pricing
£25 per workspace per month + £2 per active employee.
Plan and publish rotas with Scheduling. Add Time Tracking to record worked hours and manage leave, and Payroll to calculate pay and make submissions. Each is an optional, separately priced subscription. Rota-level clocking requirements are available when Time Tracking is enabled.
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.
10 active employees
£45/month + VAT
£25 platform fee + £20 user charges
25 active employees
£75/month + VAT
£25 platform fee + £50 user charges
Included capabilities
✓Rota templates and shift planning
✓Availability and coverage review
✓Staffing and labour-budget controls
✓Publishing and schedule changes
30-day standard trial · No setup fee · Monthly billing · Month-to-month with 30 days' notice
Other modules are priced separately. Review dependencies in your estimate.
From plan to published rota
Build it. Check it. Share it with your team.
Check availability and budget
Review availability, approved-leave context and coverage before publishing. Check configured staffing, hours and labour-budget warnings.
Publish to employees
Give employees access to their schedule on mobile. Keep later changes and shift-swap decisions available for review.
Scheduling for care providers
Plan work across clients and locations.
Rotas can include client, location and multi-location shift context, with ordered locations and travel context when a care shift includes multiple visits. Add the separately priced Care & EVV module for care-plan tasks, visit evidence and delivery confirmation.
Explore scheduling for care teams ↗Questions answered
Frequently asked questions
Practical answers about Workmax rotas, coverage, connected modules and setup.
Can I create repeating rota templates?
Yes. Workmax supports reusable rota templates and shift duplication. Coordinators should review the resulting dates, assignments, availability and coverage before publishing.
Does Workmax automatically schedule every shift?
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.
Can I see availability and approved leave?
Scheduling can show employee availability and approved-leave context during planning. Leave administration itself belongs to the Time Tracking and time-off workflow.
Can I track scheduled hours and staffing budgets?
Yes. Daily controls can be configured for employee count, scheduled hours and labour budget, with warnings when the planned rota exceeds an enabled control.
Can employees view schedules and request swaps?
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.
Is Scheduling the same as Time Tracking?
No. Scheduling plans future rotas, assignments and coverage. Time Tracking records worked time, administers leave and prepares approved hours for payroll.
Does Scheduling support domiciliary care visits?
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.
How much does Workmax Scheduling cost?
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.
See how Workmax fits your team’s rota
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.
Request a demo ↗