Introducing the ProRota Compliance Suite: ACS, Sponsor Licence and CQC Readiness

Every regulated employer we work with asks a version of the same question: if the assessor, the inspector or the Home Office arrived tomorrow, would we be ready?

The honest answer usually lives in five places at once. Licences in one spreadsheet, right to work in another, training certificates in a shared drive, policies in an email from last year, and the rota that shows who actually worked where.

The ProRota Compliance Suite brings those answers together: a core compliance layer for every ProRota customer, with a readiness pack for each regulator on top. It builds on features our customers already use in ProRota every day.

What is in the Compliance Suite

Core compliance, for every customer

Every UK employer has the same baseline duties, whatever their sector. Core compliance checks them continuously:

• Right to work checked before the first shift, with follow-up checks before permission ends
• Written terms of employment issued and kept current
• DBS checks and references at the level each role needs
• Mandatory training for each role, in date
• Working-time limits, minimum wage and pension auto-enrolment
• Health and safety policy, risk assessments and insurance
• Core policies published to staff and acknowledged
• Personal data stored securely and kept only as long as needed

A pack for each regulator

• ACS Readiness for security companies: all 78 SIA Approved Contractor Scheme indicators, evidence from your rota, the 2026 subcontractor and payroll changes, and an evidence pack for your assessor.
• Sponsor Licence Readiness for Home Office sponsors: a compliance file for every sponsored worker, reportable events with working-day deadlines, Certificate of Sponsorship checks and a mock audit report.
• CQC Compliance for care providers: registration readiness, Schedule 3 staff files, staffing evidence, training, supervision, notifications and an inspection pack.

The packs are designed to work together. A security company with sponsored staff can use ACS and Sponsor Licence; a care home with sponsored carers can use CQC and Sponsor Licence. Each record, such as a right to work check or a training certificate, is stored once and counts on every dashboard that needs it.

The ProRota features underneath

The Compliance Suite builds on features our customers already use every day:

• SIA licence watch with expiry alerts, so licensing evidence stays current
• Right to work records with follow-up dates, and visa expiry monitoring
• GPS clock-in and clock-out with photos, for attendance you can prove
• Welfare check calls for lone and night workers
• Incident reports with photos, GPS and signatures
• Site tours with QR checkpoints, and tasks and checklists with photo evidence
• Training and qualification records with expiry dates
• Address and contact history with periodic verification
• Company policies published to every employee's app
• ProRota Screening for pre-employment checks such as BS 7858, right to work, identity, employment history, references and DBS

The readiness dashboards

The readiness dashboards for ACS, Sponsor Licence and CQC add:

• A live checklist for each regulator, with owners, due dates and evidence for every line
• Evidence collected automatically from ProRota data each night, dated and tamper-evident
• Issues, not just alerts: every gap gets an owner, a due date and a link to the screen where it is fixed, and closes itself when the gap is fixed
• Document control with versions, approval, review dates and staff acknowledgement in the app
• Deadline tracking in working days or calendar days, depending on the regulator
• Evidence packs, mock audits and inspection packs, each dated and fingerprinted

What ProRota will not do

ProRota does not submit anything to a regulator on your behalf. It does not log into the Sponsor Management System, file CQC notifications or send anything to the SIA. It detects what needs doing, reminds the right people, and records the evidence and any reference numbers once you have acted. A readiness score is a management indicator, never a prediction of an assessment, inspection or visit outcome.

Who it is for

• Security companies working towards or holding SIA ACS approval, with officers across many sites and, often, subcontractors.
• Care providers, from care homes to home care agencies, preparing to register with CQC or getting ready for inspection.
• Employers of sponsored workers in any sector, who need to keep a Home Office sponsor licence in good standing.
• Facilities and cleaning companies who want the core compliance checks without a sector-specific pack.

How a gap becomes something you can fix

Take a typical example. A sponsored officer's visa permission ends in six weeks, and they are rostered on a client site next month.

1. Detected. The expiry date is already on their record in ProRota.
2. Raised. The readiness dashboard raises an issue against the right requirement, for example a right to work follow-up, with the deadline worked out.
3. Owned. The issue goes to the person responsible, with a link straight to the employee record where the follow-up check is recorded.
4. Closed. Once the new check is recorded, the issue closes itself, and the history shows who did what and when.

The same pattern applies to an expiring SIA licence, a policy nobody has acknowledged, a missing staff file item or an overdue review.

Pre-employment checks and contracts

Pre-employment screening in ProRota Screening is kept as a permanent record of what was checked before someone started. As part of the Compliance Suite, the employment contract signed at that stage becomes version one in ProRota, and every later change is recorded as a new version. Customers who do not use ProRota Screening get the same contract and compliance tools, with their own evidence uploaded instead.

See it in action

If you have an ACS assessment, a CQC registration or inspection, or a sponsor licence to protect, book a demo and tell us which regulator matters most to you.