Recurring visit scheduling
Plan weekly visit patterns once and generate every visit, with the right carer matched to each client.
Caregiver scheduling software
Caregiver scheduling software with proof of every visit
Plan visits, fill last-minute gaps, and pay carers for the exact time they worked. With GPS-verified attendance.
No card needed · Set it up in an afternoon · Cancel whenever
Reliable scheduling is the heart of any care service. Rostavo plans recurring caregiver visits, fills gaps with shift broadcast, and uses geofenced GPS check-in to prove carers attended on time, so pay matches the care actually delivered.
What that looks like in practice
GPS-verified attendance
Geofenced check-in / out records when and where each visit started and ended.
Fill gaps in minutes
Broadcast an open visit and the first available carer claims it.
Accurate, fair pay
Payouts are calculated from verified clocked hours, not estimates.
Plus everything else the agency runs on
Every agency gets the whole system, at one price, with nothing held back for a dearer plan.
Scheduling & dispatch
Fill an open shift fast
Best-match suggestions
GPS check-in / out
Checks & documents
Invoicing & payments
Worker payouts
Real-time chat
Client & worker portals
Ratings & reviews
Recruiting pipeline
One system, every vertical
Everyone sees just their bit
One set of records, three ways in. Nobody has to be taught which parts to ignore.
You and your coordinators
The whole agency. Every booking, everyone on your books, the money in and out, and what needs sorting today.
Your team
Their own work and nothing else. They accept a job, check in, upload a certificate and see what they are owed.
Your clients
Their own account only. They request, see who is coming, pay a bill and leave a review.
Where caregiver scheduling actually goes wrong
Not in building the rota. In everything that happens to it afterwards.
Sunday
The week is planned and it is correct
Every visit has a carer, the hours balance, and nobody is double-booked. This is the only moment the schedule is ever fully right.
Mon 06:52
A carer texts to say she is ill
Four visits need covering before 08:00. You start at the top of your contacts list and ring people who are already working, because the list does not know who is free.
Mon 09:15
A family asks to move Thursday
You move it. The carer assigned on Thursday is not told, because telling her is a separate action you have to remember to take.
Fri 17:40
You rebuild the week from memory
Payroll needs the hours actually worked, not the hours planned. The difference lives in text messages, and you reconstruct it on a Friday evening.
How scheduling works in Rostavo, start to finish
The same week, with each of those four moments handled by the system rather than by you.
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01
Carers tell you when they are free
Each carer sets their own availability in their app and keeps it current, because it is the thing that decides whether they get offered work.
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02
Recurring visits generate themselves
A weekly or fortnightly pattern is set once. Every visit after that appears on the calendar without anyone typing it again.
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03
Conflicts are caught before they are saved
Assigning someone who is already booked, unavailable, or over their weekly hours is flagged at the point of assignment, not discovered on the day.
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04
A gap goes to everyone who can take it
Instead of ringing down a list, the visit is offered to every carer who is free and near enough. The first to accept is assigned and the others are told it has gone.
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05
Carers check in on their phone
A geofenced check-in records that they arrived, when, and where. Hours are counted rather than remembered.
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06
Those hours become the invoice and the pay run
The number the family is billed and the number the carer is paid both come from the same recorded time, so they cannot disagree.
What to look for in caregiver scheduling software
Six questions worth asking any vendor, including us. They are the ones that separate software that survives a bad Monday from software that only works when nothing goes wrong.
Does it know who is actually free?
A calendar that shows visits but not availability makes you the availability database. That is the part that does not scale, and it is the part most scheduling tools leave out.
Ask them: Can a carer set her own availability, and does the system stop me assigning her outside it?
What happens when somebody calls in sick?
This is the daily emergency in home care and most tools have no answer for it beyond an empty slot on a screen. Filling it by phone is an hour you do not have at 07:00.
Ask them: Can I offer one visit to every eligible carer at once and let the first to accept take it?
Are the hours recorded or retyped?
If planned hours feed payroll, you are paying for time nobody verified. If actual hours live in text messages, somebody is retyping them every week and that person makes mistakes.
Ask them: Does check-in and check-out flow into the invoice and the pay run without a manual step?
Does the price move when you hire?
Per-seat pricing is normal in this category and it punishes exactly the thing you are trying to do. It also makes keeping a pool of relief carers an ongoing cost rather than a sensible precaution.
Ask them: What does the bill look like at ten carers, at twenty-five, and at fifty?
Does it track the documents that can close you down?
Scheduling and compliance are the same job. A carer whose DBS lapsed on Tuesday should not be assignable on Wednesday, and no calendar knows that unless the certificates live in the same system.
Ask them: Will it warn me before a certificate expires, and will it stop me scheduling someone whose has?
Can you get your data back out?
Every agency eventually changes system. The ones that find out at that moment that export is a paid professional service remember it for a long time.
Ask them: Can I export every client, carer, visit and invoice myself, today, without asking anyone?
If a vendor cannot answer all six on a demo call, that is itself an answer. We would rather you asked us these and chose someone else than signed up and found out in month three.
What it costs as you grow
Most caregiver scheduling tools bill per staff member, so the price rises every time you hire. Rostavo bands by size instead.
| Rostavo | Typical per-seat pricing | |
|---|---|---|
| 10 carers | One price for the band | $90 to $250 a month |
| 25 carers | One price for the band | $225 to $625 a month |
| 50 carers | One price for the band | $450 to $1,250 a month |
| Part-time and relief carers | Cost nothing extra | Billed the same as full-timers |
| Coordinators and office staff | Unlimited, free | Usually count as seats |
| Invoicing on the entry tier | Included | Often a paid upgrade |
Per-staff figures are published rates from comparable tools at the time of writing. We are still agreeing prices individually while we take on our first agencies, so ask and we will tell you in a sentence.
Questions answered
How does GPS check-in work?
Carers clock in and out on their phone; Rostavo records the time and location, and flags visits outside the expected area.
Can I schedule recurring visits?
Yes. Set a recurring pattern and every visit is generated automatically.
How are carers paid?
From verified clocked hours, so pay matches the time actually worked.
Related
The same system, described for a different trade or a different question.
By what you need it to do
Missing something you need?
Every agency runs a little differently. If something here doesn't fit how you work, or there's a piece missing altogether, tell us. We build custom versions of Rostavo for individual agencies.
That might be a form that matches your paperwork, a rate rule nobody else uses, a report your accountant asks for, or a whole part of the job we haven't covered. Worth a conversation either way.
Tell us what you need
We read every one of these ourselves.
Have tomorrow go like that.
Set your agency up this afternoon. It costs nothing to see whether it suits you.