CYBEX Care Software · Early Access
Care Rostering & Visit Scheduling Software
Build rotas, allocate visits by skills and travel time, log visits on a phone and prepare invoicing and payroll data, all in one browser-based system for UK home care agencies. Early-access places are open now.
Why rota planning eats the week
For a domiciliary care agency the rota is the business. Every week someone has to match carers to visits, allowing for skills, gender preferences, continuity of carer, travel time between calls, annual leave and last-minute sickness. Done on a whiteboard or spreadsheet, a single change, such as a carer calling in sick at 6 am, can cascade through twenty visits and leave a vulnerable person waiting.
Care rostering software holds the rules once and uses them every time. The coordinator sees unallocated visits at the top of the screen, suggested carers beside each one, and the knock-on effect of a change before confirming it.
What the system will do
Rotas and allocation
- Recurring visit patterns for each service user, with set times and durations.
- Carer profiles with skills, availability, contracted hours and leave.
- Drag-and-drop allocation with warnings for clashes, missing skills and excess travel.
- A view of unfilled visits and carers close to their hour limits.
Visit delivery
- A mobile web app showing each carer’s route and visit list, with notes and tasks.
- Check-in and check-out by tap, with optional location confirmation.
- Alerts to the coordinator for late or missed visits, so they can reassign.
Hours, invoicing and payroll data
- Actual visit times that feed timesheets and client billing.
- Exports for payroll and finance packages.
- Reports on missed or late visits, travel time and carer utilisation.
Location features are optional and should be explained to staff in advance. Routing uses straight-line and road estimates and does not replace the carer’s own judgement.
A worked example
An agency with 18 carers and 62 service users has a carer, Priya, call in sick at 6.15 am. She had nine visits. The coordinator opens her day and sees nine unallocated visits. Three need a moving-and-handling skill, so the system lists the carers with that skill who are free and near the first call. The coordinator accepts suggestions for six visits, then reassigns the remaining three manually after phoning a part-time carer who has spare hours. Carers receive their updated route in the app. Later, one visit shows no check-in 20 minutes after its start time, and an alert reaches the coordinator. This is an illustration of the workflow, not a measured result.
Who it is for
- Home care agencies with roughly 5 to 150 carers.
- Supported living providers with scheduled support hours.
- Domiciliary arms of residential providers.
- Agencies that want to start simple and add care planning later with our care planning software.
How it compares
| Option | Strength | Weakness |
|---|---|---|
| CYBEX Care Rostering (early access) | Lower per-carer price, simple rota and visit logging, fast onboarding | New product; smaller integration list at launch |
| Established rostering platforms | Mature tools; one popular option lists eRoster from about £8.10 per carer per month with a £120 monthly minimum, and phone-based packages from about £19.70 | Minimum fees and onboarding charges apply |
| Spreadsheet rotas | Familiar | No clash checks, no visit logging, high risk of missed visits |
Pricing
Indicative early-access prices, excluding VAT, billed monthly:
| Package | Price | Includes |
|---|---|---|
| Rota only | £6.90 per carer / month | Rotas, allocation, timesheets, invoicing and payroll exports. Minimum £99 / month |
| Rota + visit app | £16.50 per carer / month | Everything above plus the carer mobile app, check-in/out and late-visit alerts. Minimum £129 / month |
Office and admin users are free. Onboarding is £250 one-off and includes loading your carers and service users. Early-access customers receive a price lock for 12 months. These are planning prices that may change before general launch. Final prices are confirmed on your quote.
Security and responsibility
Rota data includes names, addresses and health-related information about service users, so it is treated as sensitive. The system is being designed for UK/EU hosting, encryption, role-based access, an audit log and daily backups. We will provide a data processing agreement. Staff location tracking, where used, must be proportionate and explained in your privacy notice. Software does not remove your duty to ensure safe staffing and to follow your regulator’s guidance.
Frequently Asked Questions
What is care rostering software?
Software that schedules carers to visits, checks skills, availability and travel, and records actual visit times for billing and payroll.
Is it ready now?
It is in early access with limited pilot places.
How much does it cost?
From £6.90 per carer a month for rota only, or £16.50 with the visit app. Minimum monthly fees apply.
Do carers need a special phone?
No. The visit app runs in a mobile browser on common phones.
Can it handle last-minute sickness?
Yes. Unallocated visits are shown with suggested carers who match the skills and are nearby.
Does it track carers’ location?
Only if you switch the optional location check on. You must tell staff and cover it in your privacy notice.
Can it produce invoices and payroll data?
It produces timesheets and exports. Direct links to specific finance packages are planned.
Can I import my service users and carers?
Yes, from a spreadsheet during onboarding.
Does it work with the care planning product?
Yes. They are designed to share people and visit information.
Is training included?
A short training session for coordinators and carers is included in onboarding.
Where is data stored?
The plan is UK or EU hosting, confirmed in your data processing agreement.
Can I cancel?
Early-access plans are billed monthly. Terms are confirmed on your quote.
Join the rostering early-access list
Tell us how many carers and service users you have and what you use today.
Join the Early-Access List Email [email protected] WhatsApp us
CYBEX IT Solutions Ltd · Company No. 15580066 · 95C Belgrove Road, Welling, DA16 3PG, UK · Registered in England & Wales. Explore the Care & Social Services solution hub.
Care Staff Rostering & Visit Scheduling System for Care Services – Demo Interface
A concept preview of the dashboard your team would use day to day.
| Reference | Item | Owner | Status |
|---|---|---|---|
| #1042 | Care Staff Rostering & Visit Scheduling System for Care Services request | A. Patel | In progress |
| #1043 | Approval step | J. Smith | Awaiting |
| #1044 | Report export | L. Evans | Complete |
Concept demo with illustrative data. Your system is tailored to your workflows, branding and integrations.
Care Staff Rostering & Visit Scheduling System for Care Services – Frequently Asked Questions
What is Care Staff Rostering & Visit Scheduling System for Care Services?
Care Staff Rostering & Visit Scheduling System for Care Services is a bespoke software solution from CYBEX IT Solutions, designed around your processes, so your team works in one secure, central system instead of spreadsheets and disconnected tools.
How much does Care Staff Rostering & Visit Scheduling System for Care Services cost?
Projects typically start from £2,500 for a Starter package, from £6,500 for Professional and from £15,000 for Enterprise. Support starts from £250 per month. You receive a fixed quote after a free discovery call.
How long does implementation take?
Most Starter projects go live in 4 to 6 weeks. Professional and Enterprise projects typically take 8 to 16 weeks depending on integrations and data migration.
Can it integrate with our existing systems?
Yes. We integrate with accounting, CRM, payment, email, SMS and WhatsApp platforms and other business software through secure APIs.
Is my data secure and GDPR compliant?
We build with role-based access, encryption in transit, audit logging and UK GDPR principles, with regular backups and optional UK or EU hosting.
Do you provide training and support?
Yes. Every project includes onboarding and staff training, with ongoing support, maintenance and enhancements available on a monthly plan.