Portland Charity

The Challenges.

Control labour costs, improve efficiencies and reduce agency hours
Increase employee engagement with better visibility of schedules
Help with identifying gap shifts in order to not comprise on quality of care
An integration into HR & Payroll to avoid errors

The Results.

Better utilisation of their workforce hours to reduce agency costs
A mobile app for employees to clock in/out of shifts, request leave and pick up gap shifts
Better visibility on their shift gaps, enabling them to pro-actively address gaps on rotas
A seamless integration into IRIS Cascade

Portland Charity, a trusted provider of residential care, needed to address significant challenges in their workforce management. They sought a solution to improve efficiency, reduce costs, and increase engagement. These challenges impacted not only their operational effectiveness but also the quality of care they provided. To address these issues, Portland Charity turned to Rotageek, implementing a digital scheduling and time management solution fully integrated with their HR solution, IRIS Cascade for a seamless end-to-end experience.

Portland Charity faced inefficiencies in scheduling and time tracking, resulting in high agency costs and administrative burdens. Their reliance on manual processes created challenges in payroll, with errors and delays impacting operations. To streamline their processes, they required a digital solution that could manage staff scheduling, time and attendance, and integrate into their HR and payroll solution, providing them better visibility of the gaps in their schedules and a seamless employee user experience.

The journey began with a thorough understanding of Portland Charity’s unique needs. Rotageek’s team worked closely with their payroll and HR departments to identify pain points and tailor the solution to meet specific requirements. The implementation was guided by clear communication, meticulous planning, and collaboration at every step.

A key focus was the integration with IRIS Cascade, ensuring time and attendance data flowed seamlessly into the payroll system. Rotageek’s advanced pay rules engine was configured to automate the calculation of complex pay elements, eliminating manual work and improving payroll accuracy. This process involved extensive testing and refinements to ensure the solution worked flawlessly from day one.

The rollout to employees prioritised simplicity and ease of use. Training sessions and support materials ensured staff quickly adopted the platform, from clocking in and out via their mobile devices to bidding on gap shifts. Rotageek’s support team was on hand throughout the implementation, providing responsive assistance and resolving queries promptly.

“The Rotageek implementation was a game changer for us. From the start, the team took the time to understand our needs and worked with us to create a solution that really fit. The pay rules engine was a huge win, solving a complex problem in a way that felt effortless by the time it went live.”

Daniel Janek | Portland Charity

The success of the implementation was underpinned by a strong partnership between Portland Charity and Rotageek. The collaboration extended beyond technical setup, involving a shared commitment to solving complex challenges. Portland Charity’s payroll team played an active role in refining the pay rules engine, working alongside Rotageek to ensure it addressed their specific needs.

Leadership within Portland Charity also played a vital role, embracing the platform and driving user adoption. By asking the right questions and championing the platform’s features, they ensured the solution aligned with their business goals.

Since the implementation, Portland Charity has seen numerous benefits in rolling out Rotageek. Employees quickly adapted to the platform, with high rates of clock-in compliance and active bidding on gap shifts. This uptake has reduced reliance on agency staff, significantly cutting costs.

The integration with IRIS Cascade provided a seamless flow of time and attendance data, streamlining payroll processes and reducing administrative burdens. Managers could easily create, approve, and adjust schedules, while employees appreciated the increased visibility and flexibility the platform offered.

The seamless implementation of Rotageek has set Portland Charity up for long-term success. By addressing operational challenges with a tailored and user-friendly solution, the organisation is now better equipped to focus on its core mission of delivering exceptional residential care. The collaborative approach and smooth transition have ensured that Rotageek becomes an integral part of its operations, providing a foundation for ongoing efficiency and growth.

We can’t wait to see the ROI we can deliver in the future!

“The support we received was exceptional, and our employees found the platform easy to use. We’ve already seen improvements in engagement and efficiency, and we couldn’t be happier with the process. Moreover, I am very satisfied with our cooperation and I hope that our collaboration will continue to develop and that we will be able to help you with the daily improvement of the system"

Daniel Janek | Portland Charity

Rota Geek Limited is a company registered in England and Wales with the company number 06783810 and registered address of Unit 6 & 7, Foundry Court, Foundry Lane, Horsham, West Sussex, England, RH13 5PY

Digital Scheduling

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A seamless implementation journey with Rotageek.

The Need for Change

The Implementation Journey.

“The Rotageek implementation was a game changer for us. From the start, the team took the time to understand our needs and worked with us to create a solution that really fit. The pay rules engine was a huge win, solving a complex problem in a way that felt effortless by the time it went live.”

A Collaborative Success

The Results So Far