Intelligent Scheduling System
Reduce scheduling time by 60% while ensuring compliance and optimal workforce allocation
Multiple powerful scheduling views, by Site, Employee, or Resource, with advanced automation, compliance checks, real-time costing, and bulk operations. Transform complex scheduling from a time-consuming headache into a streamlined, automated process.
Build multi-site rotas in minutes, not hours
Drag-and-drop planning across every site and shift pattern. Conflict detection, Working Time checks and AI week summaries mean managers spot and fix problems before the rota goes out, not after a client calls.
| Mon | Tue | Wed | Thu | Fri | Sat | Sun | |
|---|---|---|---|---|---|---|---|
J. Ahmed | 07–19 · Site A | 07–19 · Site A | 19–07 · Site C | 19–07 · Site C | |||
S. Okafor | 19–07 · Site B | 19–07 · Site B | 19–07 · Site B | 07–15 · Site A | 07–15 · Site A | ||
L. Kowalski WTR 48h | Leave | Leave | 08–20 · Site D | 08–20 · Site D | 08–20 · Site D | ||
M. Begum | 07–19 · Site C | 07–19 · Site C | 07–19 · Site C | 07–19 · Site A | 19–07 · Site A | ||
| Unallocated | Site A · 07–19 | Site B · 19–07 |
Drag-and-drop rota builder
- Build and publish rotas across every site and shift pattern in minutes
- Share rotas in a click and staff see changes instantly on the mobile app
- Handle last-minute changes and open-shift cover without the phone tree
- Smart automation and templates for recurring patterns
Conflict detection & compliance checks
- Double-booking and overlapping-shift detection before you publish
- Working Time Regulation (48-hour) checks flagged per employee
- Auto-fill suggestions based on availability and site requirements
- Unallocated shifts and workload imbalances surfaced automatically
One click summarises the entire week before it is published
ProRota AI reads the finished rota and reports what needs attention: unallocated shifts, per-employee workload imbalances, and any Working Time Regulation breaches that would go live if you published as-is.
Key Capabilities
Powerful features designed to streamline your operations
Multiple Scheduling Views
Site-based, Employee-based, and Resource scheduler for flexible planning across your entire operation.
Labor Law Compliance
Work schedule validation, student visa limits, overtime tracking, and overlap prevention built-in.
Real-Time Costing
Instant cost calculations with employee rates, site charges, and weekly summaries at your fingertips.
Bulk Operations
Bulk publish, delete, allocate, time updates, and copy entire weeks with a single click.
Advanced Automation
Weekly recurring schedules, drag & drop functionality, and preferred employee suggestions.
Overlap Detection
Prevents double-booking, validates work schedules, and checks holiday conflicts automatically.
Cost Analytics
Daily cost breakdown, weekly summaries, and employee vs site charge rate comparisons.
Preferred Employees
Smart suggestions based on site history, qualifications, and availability patterns.
Auto Notifications
Push notifications and emails on schedule creation, publish, and changes keep everyone informed.
Advanced Filtering
Filter by site, employee, group, qualification, position, and published status for precise control.
AI-Powered Scheduling Intelligence
ProRota's scheduling engine uses AI to surface smarter suggestions, catch problems early, and reduce manual decisions.
Smart Employee Suggestions
AI learns from scheduling history to recommend the best-matched, available employee for every open shift, factoring in qualifications, site familiarity, and availability patterns.
AI Conflict & Compliance Detection
Automatically flags potential compliance violations, overtime breaches, and qualification gaps before a shift is published, stopping problems before they become incidents.
Predictive Staffing Demand
Analyses historical scheduling patterns to suggest optimal staffing levels for upcoming weeks, helping you plan ahead with confidence and reduce last-minute scrambles.
AI Workforce Assistant
Ask the built-in AI assistant to fill gaps, find available staff, or explain scheduling conflicts in plain English, a natural language copilot for your operations team.
Automated Rotation Patterns
AI-driven recurring schedule generation that adapts to employee availability and site requirements, eliminating repetitive manual setup each week.
Fatigue & Workload Balancing
Intelligently distributes hours across your workforce to prevent burnout, flag excessive overtime, and ensure equitable shift allocation across sites and regions.
Benefits
Transform your operations with measurable results
60% Time Savings
Reduce scheduling time from hours to minutes with intelligent automation and bulk operations.
Zero Double-Bookings
Automatic overlap detection ensures employees are never scheduled in two places at once.
Complete Cost Visibility
Real-time cost calculations help you stay within budget and maximize profitability.
Compliance Guaranteed
Built-in labor law validation prevents costly violations and ensures regulatory compliance.
Real-World Applications
See how businesses like yours are succeeding
Multi-Site Security
Coordinate hundreds of guards across 50+ sites with automated scheduling and real-time adjustments.
Reduced scheduling time by 65% while improving coverage accuracy
Event Staffing
Quickly scale up for major events with bulk operations and preferred employee suggestions.
Deployed 200+ staff for stadium events in under 30 minutes
24/7 Operations
Manage continuous coverage with recurring schedules and automatic rotation patterns.
Eliminated scheduling gaps and reduced overtime costs by 40%