Staff scheduling
Every shift covered — without the spreadsheet
A rota on Excel is one edit away from chaos. Caleo lets you build morning/afternoon/night shifts, drag staff in, and see at a glance which shifts are still short — flagged before the day, not when nobody turns up.
Book a demoWhat's inside
Shift calendar
Morning/afternoon/night shifts, week and month views, drag-and-drop.
Assign staff / zones
Set who covers which residents — or which zone/wing — each shift.
Coverage gap view
Instantly see under- or over-staffed shifts; gaps flagged in advance.
Mobile for carers
Carers open their phone to see their shift and the day's tasks.
No shift goes short by surprise — and no all-night phone tag.
A rota on Excel — one edit, a month of guessing
Most elder-care centers still build their rota on Excel or paper, then pass it around on LINE. When someone calls in sick, the shift lead starts phoning around for cover — and often only realises the night shift is short when it's almost time to clock in. Which file is the latest version? Nobody's quite sure.
The problem isn't the person making the rota; it's a tool that hides the whole picture. You can't see which shifts next week are thin, you forget the leave you already approved, and you double-book until someone is working back-to-back. A single short shift means slower care for residents and an overloaded team. See how the right software closes those gaps instead of leaving you to chase them.
Build shifts, drag staff in, see the gaps at once
Caleo lets you build morning, afternoon and night shifts on one screen, then drag staff straight in — viewable by week or by month. You set who covers which residents, or which zone or wing, for each shift. Every change updates for everyone at the same time, so there's no longer a tangle of file versions.
The heart of it is the coverage gap view. Caleo checks your staff-to-resident ratio automatically, and the moment a shift is short it's flagged — days ahead, not when nobody shows up. That gives you time to find cover calmly. Once the rota is set, carers open the mobile app to see their own shift and the day's tasks — no photographing a paper sheet for LINE, no calling to ask.
Fair shifts, a team that stays
A good rota isn't just fully staffed — it shares the load fairly. Carers who feel worked harder than everyone else leave sooner, and in elder care a replacement is hard to find. Caleo shows you who has taken how many night shifts and who hasn't had a break, so you can rotate them evenly.
For Thai centers this matters for the team and for สบส. inspection, which expects adequate staffing on every shift. With a clear record of who covered each shift and how many of them, you can prove it instead of reconstructing it later. Start small — move one unit onto the system, watch the gaps shrink, then expand. Read how staffing differs across care settings, or see the full picture for a nursing home.
Frequently asked questions
Is moving our rota from Excel hard, and how long does it take?
Not hard at all. You set up your morning/afternoon/night shifts and your staff list once, then drag people in. Most centers are running the same day. We suggest starting with a single unit, seeing the gaps shrink, then expanding across the center — the team adapts more easily and you see results before committing fully.
Does it really flag understaffed shifts, and how far ahead?
Yes. Caleo checks your staff-to-resident ratio on every shift automatically, so any shift still short is flagged the moment you plan it — not on the day. That gives you days of notice to arrange cover, rather than scrambling at the last minute when someone doesn't turn up.
Can staff see their own rota on a phone — iPhone or Android?
Both. Carers open the Caleo mobile app on their own iPhone or Android to see their shift and the day's tasks instantly — no waiting for a manager to photograph a paper sheet for LINE, no phone calls. When you change the rota, staff always see the latest version, so there's no confusion over which schedule is real.
Who can edit the rota — can every carer change it?
You set role-based permissions. Typically managers and shift leads create and edit shifts, while carers see their own rota but can't change it — so the schedule has one source of control and doesn't get tangled. Every change is logged with who made it and when, so you can trace it back.
Does it help with สบส. inspection on staffing levels?
It does. Thai inspection expects adequate staffing on every shift. Caleo keeps a clear record of who covered each shift and how many, and warns you when a shift falls short — so you can show staffing met the criteria throughout, rather than reconstructing paperwork the night before an inspection.