RotaMaster

RotaMaster

RotaMaster exists to empower healthcare providers to deliver safer, more efficient care. Our purpose-built workforce management platform streamlines rostering, HR, payroll, and compliance, reducing admin and freeing staff to focus on patients. Trusted by NHS Trusts, PCNs, and care providers, we’ve supported the sector’s evolving needs for over 25 years.

Features

• Rota Management
• HR Management - Leave, sickness and contract management
• Attendance Tracking
• Real time reporting
• Compliance Management (Professional Registration, DBS, and Working Time Directive)
• Shift Booking
• Staff portal (browser and app based)
• Management of training profiles/requirements
• Budget Management

Benefits

• Rota/Workforce linked cost savings
• Reduction in admin time - streamlined processes
• Improvement of work/life balance for staff
• Improved auditing or rota and contract changes
• Quickly pull analysed data
• Automated SMS shift reminders
• Bulk messaging functionaliy
• Easy management of professional registration
• Track punctuality of shifts

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at rahul.bajaj@rotamaster.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

261442938137558

Contact

Rahul Bajaj
07718645300
rahul.bajaj@rotamaster.co.uk

About the service

• Service categories:
  • Applications
    • Production and operations
      • Service industry and public sector operations
        • Healthcare
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Planned server maintenance once a month (often 9pm-11pm)
• System requirements:
  • Stable internet connection
  • Access to Smart Phone/internet browser for staff
  • Access to laptop/PC for admins

User support

• Email or online ticketing support: Yes
• Support response times: Our average response time during the week is 1 hour. Our Service level agreement, including out of hours, states:; - Critical: 4 Business Hours;; - Serious: 8 Business Hours;; - Moderate: 2 Business Days;; - Minor: 5 Business Days
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: One standard support level, including all support during office hours, and business critical support out of hours.; ; Customer Success Manager available for Monthly/fortnightly meetings. Annual system usage review and quarterly system strategic review.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We have a robust 4 stage implementation process (Planning, Discovery, Training and Roll Out), a objectives based approach to the implementation and use Monday.com to track project process. ; ; All system training is provided with the option of online or on-site and is tailored to the specific customer and set up requirements. Full system documentation is also available
• Service documentation: Yes
• Documentation formats: HTML
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: TBC
• End-of-contract data extraction: Reports available to run and export before contract end. Full rota exports and mass document exports available
• End-of-contract process: All data extracted via reporting is included in contracts. Document or bespoke exporting of data (such as data dumps) are at an additional cost

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• Description of service interface: RotaMaster’s interface is intuitive and purpose built for workforce management. It uses clear dashboards, tabular views, and calendar layouts to help users quickly create, edit, and review rotas. The design focuses on clarity and control
• Accessibility standards: None or don’t know
• Description of accessibility: RotaMaster can be used with screen readers
• Accessibility testing: None
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: The Data API (DAPI) is a REST API, allowing users to pull a range of information from the live RotaMaster (RM) database, including staff, shift and payment information. The DAPI accepts form-encoded request bodies, returns JSON-encoded responses, and uses standard HTTP response codes, authentication, and verbs.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: The RotaMaster application is hosted via Amazon Web Services (AWS) and uses load balancing to manage customer traffic. RotaMaster cloud components are balanced across multiple Availability Zones (Data Centres) to provide redundancy and resources can be scaled based on demand. We also employ both application and infrastructure monitoring to review demand in real time.

Analytics

• Service usage metrics: Yes
• Metrics types: Admin and Staff Member login figures; SMS usage; Workforce Level figures and changes; Number of shifts booked; Number of shifts filled; Rota spend
• Reporting types: Regular reports
• Resource tagging: No
• FOCUS resource tagging: No

Supplier type

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: Less than once a year
• Penetration testing approach: NCSC approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
  • Physical Destruction / Hardware containing data is completely destroyed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Users can export their data using our reporting service, or by using our Data API
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • XLSX
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: RotaMaster will provide a monthly uptime percentage of at least 99% (excluding Staff Hub). If the Service Availability falls below 98% in any calendar month, the customer is eligible for a Service Credit calculated as 1% of the annual contract value for each 1% drop in system uptime (capped at 10% of the annual contract value).
• Approach to resilience: The RotaMaster application is hosted via Amazon Web Services (AWS) and cloud components are balanced across multiple Availability Zones (Data Centres) in the EU-WEST-2 region to provide redundancy. As components are balanced across AWS data centres, the loss of one due to a major AWS disruptive event would not cause a full outage of the RotaMaster application, and gives us the flexibility to move components between availability zones if required. AWS provides as part of their service offering resilient cloud services, and have significant mitigations in place in order to reduce the likelihood of major disruption.
• Outage reporting: In the event of a service outage, we notify customers via email using an externally maintained emergency contact list. This ensures outage communications are sent promptly to agreed customer contacts, providing timely information on the issue, expected impact, and ongoing updates until resolution.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces such as the Amazon Web Services (AWS) console is strictly controlled. Only a small number of staff with the required level of technical experience are provided with access. Any access change requests must come from a line manager and go through the access changes channel, so that the request can be reviewed by the Information Security Manager and Director of Software Engineering. MFA is always enforced.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Software Security Code of Practice: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CSM version 4.0
  • ISO/IEC 27001
• Information security policies and processes: As an organisation we have a broad range of information security policies and procedures, as we are aligned with the ISO 27001 standard. This is includes policies that are implemented at the organisational level, as well as technological, and encompass physical and people controls across the business. These policies include information security policies and requirements that staff must follow, as well as regular information security training and awareness. Our reporting structure includes regular information security council meetings and management reviews that assess the risks to information security and review of KPIs to examine policy enforcement across the business.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We have a strict change management process in place which is aligned with the ISO 27001 standard. Within our change management software, all changes to the RotaMaster application are tracked through the different stages of the change lifecycle. Checks and balances are in in place so that a change can only progress through the various stages if certain conditions are met. All code changes to the RotaMaster application are scanned for any potential security implications or vulnerabilities.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We use Tenable Vulnerability Management software to externally scan all web applications and internally scan all servers. These scans are run and reviewed on a weekly basis, which generate reports for analysis. We have a monthly patching window which is used to update all production servers with security and operating system updates. However, an emergency change window will be agreed if a critical vulnerability requires an immediate resolution. As well as Tenable, we use Pulseway to gather reporting on all applications installed on devices, and resources such as NCSC, CISA and NHS England Digital Alerts.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We have extensive logging and monitoring in place for the RotaMaster application at an infrastructure and application level. This includes alerts that are generated if certain conditions are met and sent to IT staff for further investigation. We use DataDog to centrally gather and analyse RotaMaster logging. Incidents can be raised following reporting from automated channels or manually by staff via a company wide messaging application. Incident tickets can then be logged and tracked. Our incident management policies and processes are in line with ISO 27001 . An incident categorised as major would invoke the incident response process immediately.
• Incident management type: Supplier-defined controls
• Post-quantum cryptography secure: No
• Incident management approach: As part of our ISO 27001 certification we have various incident management policies, which includes event assessment procedures for common events. Users can report incidents via our company wide messaging application, email or Teams call. Incident tickets can then be logged and tracked to resolution by the IT team. Internal incident reporting is gathered from our project / ticket managing software.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 5%
• Between £250,000 and £500,000: 5%
• Between £500,001 and £1,000,000: 10%
• Between £1,000,001 and £2,500,000: 10%
• Between £2,500,001 and £5,000,000: 10%
• Over £5,000,001: 10%

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: Center for Assessment (UKAS Accredited)
• ISO/IEC 27001 accreditation date: Thursday 22 May 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: 5b4b081b-2260-45e1-b877-68f8be115f2d
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: No

Social value

• Mission: Kick start economic growth:

  To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

  Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

  • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
  • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
  • Plans to engage the contract workforce in deciding the most important workplace issues to address
  • Ensuring new workers are informed of their right to join a trade union
  • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
  • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
  • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
  • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
  • Activities to cascade good practice on fair working conditions throughout the supply chain
  • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
  • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
  • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
  • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
  • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
  • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
  • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
  • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
  • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
  • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
  • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
  • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk
  • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

  • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges

  Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

  • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
  • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
  • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
  • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
  • Plans for positive actions with community groups.
  • Measures for making facilities used in the delivery of the contract available for community groups, education or training
  • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
  • Plans to respond flexibly and adapt approaches to community engagement and initiatives
  • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds
  • Collaborating with anchor institutions and community groups to make facilities available for education, training or community events
• Mission: Make Britain a clean energy superpower:

  To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

  Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

  • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
  • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
  • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
  • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it
• Mission: Break down barriers to opportunity:

  By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

  Policy Outcome 6: Employment and training: For those who face barriers to employment

  • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
  • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
  • Working conditions which promote an inclusive working environment and promote retention and progression
  • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

  • Understanding of the issues affecting the development of new skills by target cohort
• Mission: Build an NHS fit for the future:

  That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

  Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

  • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at rahul.bajaj@rotamaster.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.