Maximising Summer Savings: Enhancing Efficiency with RotaMaster’s Availability Collection Feature

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08 July 2024

In our recent blogs, we discussed the significant savings and efficiency gains achieved by utilising contracted hours and bank staff more effectively, thereby reducing reliance on costly agency staff. This time, we dive deeper into how RotaMaster’s Availability Collection feature can further enhance your staffing strategy, ensuring smooth operations and maximising summer savings.

The Complexity of Staff Scheduling

Efficiently managing staff schedules in healthcare settings, particularly during the busy summer months, can be challenging. Balancing the availability of contracted staff, overtime, and bank staff while minimising cancellations requires a strategic approach. Without accurate data on when staff are available to work, scheduling becomes a guessing game that can lead to last-minute changes and increased costs.

Introducing RotaMaster’s Availability Collection Feature

RotaMaster’s Availability Collection feature allows staff to input their availability directly into the system, streamlining the scheduling process and ensuring that all shifts are covered efficiently. This proactive approach to gathering availability data is crucial for creating reliable and effective rotas.

How the Availability Collection Feature Works

  1. Staff Input Their Availability: Staff members can easily upload their available working hours into RotaMaster. This includes their preferences for shifts, days off, and any other relevant scheduling details.
  2. Centralised Availability Data: All the availability data is centralised within RotaMaster, giving schedulers a comprehensive view of who is available and when.
  3. Automated Scheduling: With accurate availability data, the system can prioritise the allocation of contracted staff first, followed by overtime and bank staff. This ensures optimal use of internal resources before considering external agency staff.

Benefits of Using the Availability Collection Feature

  • Reduced Cancellations: With pre-agreed working allocations for contracted staff, there are fewer last-minute cancellations, ensuring a more stable and predictable staffing schedule.
  • Improved Work-Life Balance: Allowing staff to input their availability helps them achieve a better work-life balance. They can plan their work around personal commitments, leading to higher job satisfaction and retention.
  • Cost Savings: By efficiently using contracted and bank staff, the need for expensive agency staff is minimised, leading to significant cost savings.
  • Enhanced Efficiency: The automated scheduling process reduces administrative workload, minimises errors, and ensures that all shifts are adequately covered.

Practical Tips for Implementing Availability Collection

  • Encourage Staff Participation: Ensure that all staff are aware of the availability collection feature and encourage them to regularly update their availability.
  • Regular Updates: Remind staff to keep their availability up-to-date to reflect any changes in their personal schedules or preferences.
  • Monitor and Adjust: Regularly review the collected availability data to identify patterns and make adjustments to the scheduling process as needed.


As we continue our summer savings campaign, leveraging RotaMaster’s Availability Collection feature can further optimise your staffing strategy. By allowing staff to input their availability, you can create more reliable schedules, reduce cancellations, and promote a better work-life balance for your team. This proactive approach not only enhances efficiency but also contributes to significant cost savings by minimising the need for costly agency staff.

Stay tuned for more insights and strategies on maximising savings and optimising your workforce. If you haven’t already, explore the features of RotaMaster and see how the Availability Collection feature can transform your staffing approach this summer.

For more information on how RotaMaster can help you achieve your staffing goals, visit our website or contact our support team. Let’s continue making this summer productive and cost-effective!

Read our previous Summer Savings blogs here:


Maximising Summer Savings: Enhancing Efficiency with RotaMaster’s Availability Collection Feature

Maximising Summer Savings: Streamlining Shift Allocation with RotaMaster’s Web Bookings Feature


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