The Staffing Requirements feature helps you set, view and track the number of staff needed for each unit in your care home. Once configured, your staffing requirements appear directly in the rota so you can instantly see when you’re fully staffed (green) or understaffed (red). This supports safer staffing, better planning, and more cost-effective workforce decisions.
Where to Find Staffing Requirements
Care Home Admins / Location Admins
Log in to Florence
Go to Settings
Select Edit Location
Scroll to Other Options → Staffing Requirements
You’ll see all your existing staffing periods and tools to add or edit them
How Staffing Requirements Work
1. Create Your Staffing Periods
A staffing period represents a time block in your rota (e.g., Long Day, Night, Twilight). You can create as many periods as your service needs.
Each period includes:
a. Time of Day Icon
Choose an icon to help visually distinguish your shifts:
☀️ Sun
🌙 Moon
🌅 Sunrise
🌆 Twilight
b. Period Details
Name (e.g., “Night Shift”)
Start & end time (e.g., 08:00–20:00)
Days this period applies to (e.g., Monday–Friday or all week)
2. Set Your Staffing Levels
Within each staffing period, you can define exactly how many people you need in each role.
a. Choose your roles
You’ll see only the roles active for your location (e.g., Nurse, Carer, Senior Carer).
b. Add required numbers
Enter the number of staff needed for each role—for example:
Nurse — 3
Carer — 2
Senior Carer — 1
You can add more roles, edit numbers at any time, or delete roles if they no longer apply.
3. Add Alternative Staffing Options (Optional)
Some services allow flexibility if the ideal combination isn’t available.
You can set multiple acceptable staffing options, such as:
Option 1: 3 Nurses, 2 Carers, 1 Senior Carer, OR
Option 2: 2 Nurses, 1 Carer, 1 alternative role
The rota will mark the period as fully staffed if any of the options are met.
4. Save Your Changes
Make sure to save your configuration before leaving the page.
How Staffing Requirements Display in the Rota
You’ll see staffing indicators at the top of the rota week view:
🟩 Green — Your staffing requirement is met
🟥 Red — You’re short on required staffing
View Details
Click an icon to see which periods are covered or missing staff
Hover over a period to view which roles are short
Example: “Short 1 Senior Carer” or “Short 3 Nurses”
Automatic Updates
When a shift is created, posted, and filled:
Staffing levels update in real time
The indicator changes from red → green once the requirement is satisfied
What’s Coming Next
We’re continuing to enhance the Staffing Requirements feature. Upcoming improvements include:
1. Overstaffing Visibility
Clear indicators when you have more staff than required, helping you manage costs and reallocate resources.
2. Company-Level Reporting
Insights for organisation leaders on:
Understaffing patterns
Overstaffing patterns
Compliance trends
Cost-saving opportunities
3. Task Dashboard Integration
For location admins:
Automatic alerts for understaffed periods
Tools to notify workers sooner and fill shifts faster