Workforce Management Software for the Care Industry

ShopWorks reduces agency spend by making your own labour pool more usable before agency is approached. Shift offer and claim push open hours to qualified, available carers across the group in minutes. Live ratio visibility tells your registered manager whether a same-day gap actually breaks cover, or whether internal redistribution closes it. AI-Assisted Scheduling builds the rota to minimise predictable gaps, and Advanced Workforce Analytics shows agency hours by home, by unit and by shift type so you can attack the largest drivers first.

Retention is driven by three things ShopWorks directly affects: fairness, predictability and pay flexibility. AI-Assisted Scheduling distributes unsocial hours, weekends and premium shifts fairly, with bias removed by design. AI holiday allocation and automated holiday approval mean leave is granted on consistent rules, not on who asks first. On-Demand Pay gives earned-wage access through the employee app, removing the cash-flow pressure that drives carers to leave for agencies offering same-day pay.

Continuity of care is held in two places: the named key worker relationship, and qualified cover across the shift. ShopWorks Employee Scheduling preserves key-worker assignments in the rota build, so AI-Assisted Scheduling does not rotate a familiar carer off a resident without your manager seeing it. When sickness lands, shift offer pushes the gap to carers who already know the unit before agency is approached, and the live compliance engine confirms the cover is qualified and ratio-safe before the change is published.

ShopWorks captures planned versus actual staffing, attendance, qualified cover, ratio breaches and approval trails as the week is worked. Reporting produces the evidence in minutes for any period CQC, safeguarding or commissioners ask about, drawn from one record rather than reconstructed from spreadsheets, paper sign-in sheets and rota screenshots. Biometric, geofenced and NFC clock-in provide proof of presence in the unit, not just a tick on a timesheet.

AI Forecasting helps care providers anticipate changing staffing requirements by analysing factors such as occupancy, resident dependency, admissions, discharges, changes to care plans and historical workforce patterns. AI Labour Demand Forecasting then converts those predicted care requirements into the staffing levels needed across each unit and shift.

If qualified staff availability is limited, managers can see where staffing gaps are likely to occur before rotas are published, giving them more time to redeploy employees, offer additional shifts or secure agency cover where it’s genuinely needed.

ShopWorks treats waking nights and sleep-ins as distinct shift types with distinct rules. The rota template encodes the ratio for each, AI-Assisted Scheduling builds against those ratios, and live compliance prevents a publish if cover does not meet the configured rule. Time and Attendance captures sleep-in and waking-night clock-in separately, applies the correct pay rule, and exports clean worked time to payroll, so the difference is preserved across the whole record

ShopWorks lets you encode double-up requirements at task and shift level, so the rota does not just show two carers on shift, it shows two carers covering the specific window the second carer is needed. When sickness hits one of those names, the live ratio and double-up flag surface immediately, and shift offer goes to qualified carers in the unit or across the group before agency is considered.

The rota encodes sleep-in and waking-night as separate shift types. Time and Attendance captures them with distinct clock events and applies the correct pay rule, including night premium, sleep-in allowance and any hours that convert to waking time during the shift. The payroll file exports those rules cleanly so finance does not reconcile them by hand, and the audit trail behind every value is retained for HMRC RTI, internal audit and Working Time Regulations evidence.

ShopWorks captures clock-in with biometric readers, geofenced mobile clock-in or NFC and QR tags placed at the unit, depending on the home’s setup. Each clock event is tied to the carer, the unit, the shift and the timestamp, and reconciled against the rota automatically. The record proves who was where, when and for how long, and is available to your registered manager, CQC inspector or safeguarding lead from one report.

Workforce management software for the care industry is one connected system covering demand forecasting, rota scheduling, time and attendance capture, absence management, analytics, reporting and payroll export, designed for the ratios, shift types and compliance burden specific to residential care. ShopWorks gives care providers this single record from forecast to payroll, with live ratios, agency exposure and labour cost visible before the shift is worked.

ShopWorks pricing is built around your operating model, including the number of carers under management, the number of homes, the solutions in scope and the integration requirement. The published pricing page sets out the commercial framework, and a scoped quote follows a short discovery call with your operations and finance leads.

Implementation timelines depend on the number of homes, the solution scope and how clean the data sources are at the start. ShopWorks implements as a configuration of a proven platform against your operating model, not as a bespoke build, which keeps the timeline measurable. Typical care group rollouts move home by home or region by region, with the rota live, attendance captured and payroll export validated before the next group of homes is added.

Yes. ShopWorks supports biometric readers, QR codes, NFC tags and contactless clock-in through the employee app, and you can mix methods across the group to suit each home’s physical setup. Every clock event is tied to the carer, the unit and the shift, reconciled against the rota automatically, and retained as proof of presence for CQC and safeguarding evidence.

Absence Management handles every absence type your registered managers deal with, including sickness, parental leave, bereavement, lieu time and statutory Carer’s Leave under the Carer’s Leave Act 2023. Configurable approval rules apply your policy consistently across the group, automated notifications close the loop with the carer and the manager, and entitlement utilisation reporting tracks usage against statutory and contractual rights.

Yes. AI-powered holiday allocation distributes annual leave fairly across the team and across the year, against your configured business rules. Automated holiday approval applies those rules consistently so leave decisions are not held up at a manager bottleneck and are not perceived as biased toward whoever asks first.

Yes. ShopWorks is built for multi-site, shift-based, hourly workforces, and the analytics, reporting and AI-Assisted Scheduling engines run estate-wide as standard. Your operations director sees the whole group on one view, and your registered managers see the home they run, with the same underlying record.