The rota that fills its own gaps

The problem

A team leader gets a 6am text. They open the spreadsheet, scan availability, cross-check certifications, then call down a list of off-duty staff hoping someone picks up. It's slow, stressful, and gaps often go unfilled until the shift starts.

What AI makes possible now

You receive the sick notification via a simple form or text. The agent pulls the live rota, checks who is off, then filters by role requirements, legal working-time rules, and recent shifts. It sends a personalised message to the best match, offering the shift with a one-tap accept. If they decline or don't reply within a set window, it moves to the next person. All you see is a confirmed cover or an alert if no one is found.

How it works

1. A staff member reports they can't make their shift via a quick form or SMS.
2. The agent identifies all off-duty staff who hold the required qualifications and have not exceeded working time limits.
3. It messages the highest-priority candidate with the shift details and an 'Accept' link.
4. If no response or a decline, it automatically tries the next person; the manager is notified only when a cover is locked in or all options are exhausted.

The first thirty days

A simple web form for sickness reporting, a single department's rota imported from a spreadsheet, and a basic rule set for one role type. The agent will message candidates via SMS or WhatsApp and log all attempts. The manager gets a summary each morning.

How it earns

Avoiding even one agency shift per month saves more than the service costs. It also recovers hours of manager phone time each week.

Why now

Staffing shortages and last-minute absences are more common, and texting a list of people manually no longer works when every minute counts. AI can now parse rota rules and communicate reliably without building custom software.

First customers

Care homes, domiciliary care providers, and hospitality groups where a missing shift means a compliance risk or a closed section.

The hard part

The hard part is getting the rota data clean and keeping working-time rules accurate. If the data is stale or rules are wrong, the agent might offer shifts to someone who shouldn't work.

How we build it for you

We'll connect your existing rota (spreadsheet or scheduling tool), encode your compliance rules, and set up the notification flow. If you'd like to stop chasing cover and start your day with a confirmed shift, we're ready to build it.

We build it with our AI software factory, usually in days to a few weeks of creation time. You run it inside your business, or offer it to your own clients under your name.