Overview
This article explains what happens during the Florence onboarding process — what the Florence team configures on your behalf and what you'll need to set up yourself before you go live.
What the Florence Team Sets Up
During onboarding, your implementation contact will configure the following with you:
Locations and units — your sites, wards, or departments added to the system.
Roles — the job roles used across your organisation (e.g. Carer, Senior Carer, Nurse).
Shift presets — your standard shift patterns (e.g. Day 07:00–19:00, Night 19:00–07:00).
Leave types and entitlement defaults — the types of leave available and any default allowances.
Payroll rules — overtime thresholds, bank holiday uplifts, night shift rules, and pay rate types.
Timesheet settings — clock-in method (app or tablet), auto-approval toggle, break defaults.
Payroll groups — how staff are grouped for payroll runs (e.g. by location or contract type).
Rota account setup checklist for new directors
When your Rota account is first set up, it's worth doing a quick check before your staff start logging in. Here's what to look at, and then what's left for you to do.
Part 1 — Check what we've set up
1. Locations
Check the side panel for all your locations — each one should have its own Rota view. If anything's missing, let our team know and we'll add it.
2. Units and roles
Confirm that units have been added for each location, and that all the roles listed in your Discovery Docs have come through correctly.
3. Staff records
Head to the My Staff area to review everyone who's been added via your CSV import — names, job roles, and employment info. If anything looks off, we can re-run the import, or you can edit records directly.
Click into a profile to spot-check personal and employment details.
If something's changed since the upload (e.g. a role change), edit it directly and set the date the change applies from.
4. Inactive users
For anyone no longer with you:
Terminate the contract if they've worked shifts but are no longer active.
Delete them if they haven't worked any shifts yet and need removing entirely.
Part 2 — What you set up
Your people
Add admin users — invite managers and admins who will use the portal.
Add staff profiles — create profiles for all your perm and bank staff.
Their employment details
Set pay rates — assign individual pay rates to each staff member.
Set leave entitlements — configure each staff member's annual leave allowance.
Add contracts — assign contract details to each staff member.
Your rota
Build your first rota — once staff are set up, you're ready to start scheduling.
What's next
Your rota itself will start out blank — you'll fill it in with our team during training sessions. Getting the setup right first makes sure everything downstream is accurate.
Making Changes After Go-Live
Most staff-level settings (pay rates, entitlements, contracts) can be managed directly in the portal by admins. Configuration-level settings (payroll rules, leave types, shift presets, locations) should be requested via your Florence implementation contact or the support team.
Accessing Florence
Florence has 3 types of access:
For managers and admins who run care homes, supported living sites, or nurseries.
Desktop/Web App: This gives access to the full management view described in this article.
Florence for Business (mobile app): allows managers and admins to post/cancel a shift, check shift status, release shifts, approve/reject timesheet
For staff who work and pick up shifts.:
Florence Go (mobile app): — Workers use the Florence app and do not have access to the desktop management view.
Getting Help
If you're unsure about any part of your setup, contact your Florence implementation contact or reach out to the support team via the chat widget in the portal.