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Role
UX Designer / UX Researcher
Year
2023
Customer Problems
Manual / paper scheduling was time-consuming & prone to a lot of errors: Home managers used to rely on spreadsheets or paper-based systems to manage staff shifts. This often led to scheduling conflicts, last-minute changes, and missed shifts.
Lack of Real-Time Visibility: Staff didn’t always have immediate access to their schedules or updates. This caused confusion, late arrivals, and disrupted continuity of care for YPs (young persons)
Non-Compliance With Staff-to-Child Ratios: Without an automated system, it was difficult to ensure that all shifts met required care ratios and that appropriately trained staff & care-givers are assigned, which posed compliance risks.
Feature Overview
The ROTA app is a core feature within the Lief system, designed to simplify and streamline staff scheduling. It offers an intuitive interface for creating and managing staff rotas while ensuring compliance with care standards and operational efficiency.
Goals
Reduce administrative workload for care home managers.
Empower staff with better schedule transparency and flexibility.
Enhance operational reliability and regulatory compliance.
Ultimately, ensure consistent and high-quality care for every YP.
User Journey 1
Home manager wants to bulk add a number of staff to shifts for a period of time; using the "weekdays" format.
User Journey 2
Home manager wants to bulk add a number of staff to shifts for a period of time by selecting an existing template using the "on/off days" format.
User Journey 3
Home manager wants to bulk copy created ROTA and paste for same set of staff, but on different days.
Key Capabilities
Bulk add for single & multiple staff.
Bulk copy and paste for single & multiple staff.
Automated conflict detection i.e. overlapping shifts.
Staff self-service portal for viewing rotas & requesting leaves.
Impact Overview
These features brought structure, visibility, and flexibility to shift scheduling, directly impacting day-to-day operations, staff well-being, and ultimately, the quality of care delivered to YPs.
Up to 50% reduction in scheduling time by replacing manual spreadsheets with a bulk add and copy feature.
Fewer shift conflicts and last-minute scrambles, thanks to real-time visibility into staff availability and built-in alerts for overlaps or understaffed shifts.