RotaPad vs spreadsheets
Spreadsheets work, until the agency grows
Most agencies start with a rota spreadsheet, a timesheet folder and an invoice template. Here's what changes when they move to RotaPad.
Side by side
| Task | Spreadsheets | RotaPad |
|---|---|---|
| Planning the rota | A sheet per week, copied and edited by hand | Rota by staff, home and customer, with hours worked out |
| Telling staff about changes | Calls and texts, one by one | Automatic emails for new, moved, changed and cancelled shifts |
| Shifts across midnight and sleep-ins | Formulas that break | Built in |
| Timesheets | Paper forms collected at the end of the week | Filled in on the phone and signed at the home |
| Approvals | Ticks in a column | One list to review and approve |
| Invoices | Hours retyped into a template | Built from approved shifts with PO codes and rates |
| Who can change what | Anyone with the file | Roles for staff, team leads and admins |
| Sending the rota to a client | Copy, tidy, export | Weekly PDF grid or Excel in one click |
Where spreadsheets start to hurt
A spreadsheet doesn't know a waking night runs past midnight, that a sleep-in has its own rate, or that a care home needs a PO code on the invoice. Every one of those becomes a formula, a note or a manual check.
As you add staff and homes, the same hours get typed three times: on the rota, on the timesheet and on the invoice. Each copy is a chance for a mistake that delays payment.
One record from rota to invoice
In RotaPad, a shift is entered once. It's planned on the rota, the staff member is emailed, it's signed at the home, approved by the office and invoiced to the customer, all from the same record.
- Enter each shift once
- No retyping hours
- Staff emailed about every change
- Exports when you still need a spreadsheet
You can still have your spreadsheet
RotaPad exports the rota, timesheets and summaries to Excel whenever you need them, for your accountant, a client or your own records.
Common questions
- Can we bring our existing data across?
- Yes. We help you bring in your staff, homes and customers when you start.
- Will we still be able to export to Excel?
- Yes. The rota, timesheets and summaries all export to Excel.
Book a demo
See your next week in RotaPad
A 30-minute call. We'll walk through your rota, timesheets and invoicing, and show you how they'd work in RotaPad.