Rostering and staffing systems
Custom rostering systems for teams that don't fit standard roster apps
Generic rostering apps assume a fixed team on a fixed pattern. Real operations have agencies, casual crews, several sites, phases that change on the day, and someone rebuilding the plan on a Sunday night. Breezy builds rostering around how your staffing actually works, and connects it to the job and the money.
Who this is for
- Operations using agencies alongside their own crews
- Teams staffing multiple sites, shifts or phases at once
- Businesses where the roster changes after it is published
- Anyone rebuilding the same roster in a spreadsheet each week
What it fixes
- A roster that is out of date the moment someone drops out
- Agency requests and replies living in email and text messages
- No view of rostered against actual hours until after the job
- Cost only becoming visible once the invoices arrive
- The same plan rebuilt from scratch for every similar job
What we can build
- Staff planning by role, phase and site
- Agency allocation, requests and replies in one place
- Fill and coverage visible before the day starts
- Replacements and swaps without breaking the plan
- QR sign-on and sign-off from the crew's own phones
- Rostered against actual hours, live
- Cost tracking back to the quote
- Templates from previous jobs so nothing starts empty
Tools we can connect
An example build
From approved job to filled roster to reconciled hours
- 1The approved job creates a staff plan by role and phase, not a blank grid.
- 2Internal crew and agency requests go out from one screen.
- 3Replies update the roster automatically, and gaps stay visible.
- 4Crews sign on and off by QR on the day.
- 5Actual hours reconcile against the roster, with every variance shown.
- 6Approved hours flow through to timesheets, payroll and invoicing.
Data in
- The approved job and its staffing needs
- Staff availability and agency responses
- Rate cards by role, grade and day type
- Sign-on and sign-off records
Data out
- A filled, current roster
- Agency requests and confirmations
- Rostered against actual hours
- Cost against quote, and payroll-ready data
How we build it
AI where useful. Software where reliable. People where responsible.
We do not start by choosing technology. Each part of the workflow is handled by the mechanism that is most reliable for it: a calculation in code, a policy as a rule, a record from the database, a model only where language is genuinely ambiguous, and consequential judgement left with a person.
End-to-end system
When the workflow has outgrown spreadsheets and does not fit standard software, we build the whole thing around it.
Gap-bridging layer
When you already have good tools, we connect them and fill the manual gaps, so nothing gets re-keyed between systems.
When custom software is not the answer
We will tell you when you do not need us. Custom is the wrong call when:
- You roster a small, fixed team on a stable pattern that a standard app handles well
- Your existing rostering tool fits, and only the handover to payroll or finance is broken, which is an integration job
- Shift volume is low enough that a shared calendar is genuinely sufficient
More than 2,500 staffing hours have been managed through one delivered system, with agency and internal crews rostered, signed on and reconciled in the same place.