The problem
An independent optician needs an optometrist for every testing day and a dispenser on the floor, often with part-timers and a locum. If the manager spends 2.5 hours a week on the rota, holiday requests and swaps by text, that's about 10.75 hours a month (2.5 x 4.3).
What the AI does
RotaCloud lets you build the rota by drag and drop from templates, and staff see their shifts in a mobile app. The Standard plan includes holiday management, time off in lieu, sickness and absence tracking, shift swapping and labor costs, with email and push notifications. The manager approves requests and checks that every testing day has an optometrist.
A worked example
A two-room practice in Harrogate has 8 staff: 2 optometrists, 2 dispensing opticians, 3 optical assistants and the manager, with a locum optometrist one day a week. The manager builds the rota in RotaCloud Standard.
Before
2.5 hours a week on rota, holidays and swaps: about 10.75 hours a month
After
About 1 hour a week approving requests and checking cover: about 4.3 hours a month
What it's worth
About $154£116€138A$223C$218 a month of the manager's time saved, at an assumed $24£18€21A$35C$34 an hour, against $27£20€24A$38C$38 for RotaCloud Standard. That's 1.5 hours a week saved x 4.3, about 6.45 hours.
How to set it up
- Check RotaCloud's price for your team size on its pricing page; every employee counts, including the manager. Standard for 6 to 10 staff was $27£20€24A$38C$38 a month.
- Build a template week around your testing days, so every clinic has an optometrist and a dispenser.
- Add holiday allowances and move holiday requests into the app.
- Tell staff that swaps go through the app only, and approve them there.
- Each week, check every testing day has an optometrist, and book a locum early when it doesn't.
What goes wrong
- The rota doesn't check GOC registration. Check that every optometrist and dispensing optician, including locums, is registered before they work.
- Every employee on the rota counts towards the price band, so adding a regular locum as staff can move you into the next band.
- SMS notifications and time and attendance are paid extras.
- Staff who don't use the app will keep texting. Agree the rule and stick to it.