The Staffing Requirements feature allows you to set, view, and track how many staff are needed at a location level or for specific units within a care home. Once configured, staffing requirements appear directly in the rota, showing when you are fully staffed or understaffed. This supports safer staffing, improved planning, and more cost-effective workforce decisions.
Where to Find Staffing Requirements
Log in to Florence
Go to Settings
Select Edit Location
Scroll to Other Options and select Staffing Requirements
You will see all existing staffing periods and options to add or edit them.
The first tab applies to the whole location. Any additional tabs represent individual units within that location.
How Staffing Requirements Work
Create Staffing Periods
A staffing period represents a block of time in your rota, such as a long day, night, or twilight shift. You can create as many staffing periods as your service requires.
Each staffing period includes a time of day indicator, this is used to visually distinguish different periods in the rota.
Period details
Name (for example, Night Shift)
Start and end time (for example, 20:00–08:00)
Days the period applies to (for example, weekdays or all week)
2. Set Staffing Levels
Within each staffing period, you define how many staff are required for each role.
Choose roles - Only roles that are active for your location will be available (for example, Nurse, Carer, Senior Carer).
Add required numbers - Enter the number of staff needed for each role. For example:
Nurse: 3
Carer: 2
Senior Carer: 1
You can add or remove roles and update numbers at any time.
3. Add Alternative Staffing Options (Optional)
If your service allows flexibility, you can add alternative staffing combinations.
For example:
Option 1: 3 Nurses, 2 Carers, 1 Senior Carer
Option 2: 2 Nurses, 1 Carer, and 1 alternative role
The rota will show the period as fully staffed if any one of the options is met.
4. Save Your Changes
Make sure you save before leaving the page, or your changes will not apply.
How Staffing Requirements Display in the Rota
In the rota week view, you will see staffing indicators at the top of each day and period:
Green indicates staffing requirements are met
Red indicates staffing requirements are not met
Viewing Staffing Details in the Rota
When viewing the rota, click the staffing indicator icon to see which periods are fully staffed and which are missing staff.
Ensure you are viewing the rota by location or by unit, depending on where your staffing requirements have been set.
Hover over a staffing period to see details of shortages, such as:
Short 1 Senior Carer
Short 3 Nurses
Automatic Updates
When a shift is created, published, and filled:
Staffing levels update in real time
Indicators automatically change from red to green once requirements are met
What’s Coming Next
We are continuing to improve Staffing Requirements. Planned enhancements include:
Overstaffing visibility - Clear indicators when staffing exceeds requirements, helping manage costs and redeploy staff.
Company-level reporting - Insights for organisation leaders, including: Understaffing trends, Overstaffing trends, Compliance reporting & Cost-saving opportunities.
Task dashboard integration - Automatic alerts for understaffed or overstaffed periods.