Example · Operations
Have you ever rebuilt the whole day at 6 a.m. because of one sick call?
One call, and the schedule falls apart. Your scheduler is on the phone before the coffee's made.
Who is it for?
- Firms whose day depends on the right person turning up.
- Schedules kept in one experienced head and a spreadsheet.
- Call-outs, delays and cancellations every single week, each one setting off calls and texts.
When would we say skip it?
Your schedule rarely changes? Leave it alone. Nobody spare to move? The fix is hiring, not scheduling. We'd tell you that first.
Where does it break?
The moment reality changes the plan.
- Demand known
- People available
- Assignments made
- Call-out
- Reshuffle
- People told
- Work done
The schedule is built once. By 7 a.m., something has changed it.
Finding cover means checking skills, distance, hours and overtime from memory. When the one person who knows is off, nobody does it well.
In home health, it's the aide who can't make three morning visits. In construction, it's the crew moved by rain or a late delivery. In staffing, it's the shift a client needs filled in two hours.
What would we build?
A call-out cover desk.
It finds the best cover for every gap, checks the rules, and drafts the messages.
What changes?
- Each gap arrives with the three best options, ranked.
- Every option respects skills, credentials, distance and overtime rules.
- Messages to the cover and the client are drafted, ready to send.
- The schedule stops depending on one person's memory.
What's it worth to you?
Work it out with your own numbers:
- How many call-outs and changes did you have last month?
- How many minutes did each take to cover?
- Multiply by your scheduler's hourly cost.
Then add the visits, shifts or jobs you missed, or covered with overtime.
Gap found · 6:12 a.m.
3 morning visits uncovered
- 1stan aide 4 miles away, cleared, no overtime
- 2ndan aide 9 miles away, cleared, one hour of overtime
- 3rdthe visits split across two aides
Messages to the aide and the client drafted for the first option.
How does it run, step by step?
Show the full run
When does it run?
Whenever something changes: a call-out, a cancellation, a delay or a new request.
What does it read?
Your scheduling or field system, such as HHAeXchange, AxisCare, Procore or a spreadsheet. Staff records and credentials. Your text and email channel. We confirm each source in the first conversation.
What are the steps?
- Picks up the change from a call log, text or system.
- Lists every visit, shift or job it touches.
- Finds people who are free, cleared and nearby.
- Ranks options against your overtime and continuity rules.
- Drafts messages to the cover person and the client.
- Updates the schedule once your scheduler approves.
Who decides?
Your scheduler. Nothing moves on the schedule until a person picks an option.
What does it never do?
It never assigns anyone without approval. It never offers someone who isn't cleared. It never bends your overtime rules quietly.
What would we need from you?
Access to your schedule and staff records. Your rules for overtime, travel and continuity. A month of past schedules.
What usually comes with it?
- Credential tracking, so only cleared people are offered as cover.
- Timesheet to cash, so the shift worked becomes hours billed.
- Order status, so clients see changes without calling.
You become the firm that never leaves a client waiting.
A 6 a.m. call-out gets covered, and the day holds.
Will yours look like this? Not exactly. The first conversation is where we work out how yours should look.
Want to talk yours through?
A first conversation is free, runs about an hour and needs no access. It's with one of our co-founders.
Who replies? A person, usually within one working day.