About the Organisation
- Industry: Healthcare (Care Homes)
- Employees: 2,500+ across multiple sites and departments
Kingsley Healthcare is a family-owned care provider established in 1999, now operating 40 care homes across the UK and offering services such as residential, nursing, dementia, and specialist care. Committed to person-centred care and staff development, Kingsley has earned national recognition for workplace wellbeing and quality care.
Key Challenges
We faced several ongoing challenges in workforce management, including:
- Staff Shortages – Unfilled Shifts
Regular staffing gaps made it difficult to ensure full coverage. - Complexity of Planning
Providing 24/7 coverage involves managing multiple shifts, roles, and skill levels. Frequent absences or emergencies require quick reallocation of staff with the right qualifications. - Compliance and Regulation
We must meet legal requirements for minimum staff-to-resident ratios and maintain detailed, auditable logs of attendance and hours worked. Some local authorities also require proof of care delivery to be attached to invoices. It’s vital to ensure only qualified staff are assigned to specific duties. - Time & Attendance Tracking
Manual, paper-based, or basic digital systems are error-prone and time-consuming. It’s also difficult to monitor attendance accurately in less automated environments, especially for staff working across multiple locations. - Agency Dependence
A heavy reliance on agency staff increases costs and reduces continuity of care. - Technology Limitations
We’ve encountered integration issues, and some older staff or those with limited tech skills struggle to use new systems. - Real-Time Data Gaps
Without live updates, it’s difficult for management to respond quickly to changes.
Why We Needed a Time & Attendance System
“We had been successfully using Thinking Software’s Rota Horizon for almost 20 years, and due to the nature of our business, a reliable Time & Attendance system is essential so we chose to upgrade to their new cloud-based RotaOne system.”
How RotaOne Has Helped
RotaOne is a cloud-based system and an upgrade from Rota Horizon. It has helped address our challenges by offering improved accessibility and functionality suited to our needs.
Integration with Payroll
The integration with our Sage payroll system works well, just as it did with our previous system, Rota Horizon.
Benefits of RotaOne
“There are features in RotaOne that have saved us, and our care home staff, a lot of time. For example, we no longer have to manually change pay rates for bank holidays or remove rates for unpaid absences. We are still in the process of exploring many of the available reports.”
Support from Thinking Software
The support team are really good and helpful. If they can’t answer something straight away, they always come back with the answer as soon as they can.
Would You Recommend RotaOne?
Yes.
Summary
“Great Support Team.”
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Time & Attendance – RotaOne