The rota software that keeps your pharmacy GPhC inspection-ready
RotaEasy connects your staff rota directly to your SOPs and compliance folders — so every shift carries the right procedures, your AI assistant answers staff questions from your own documents, and every inspection finds everything in order.
Sound familiar?
These are the problems every independent pharmacy owner deals with every week.
SOPs in a folder nobody reads
Your SOPs exist. But staff don't read them between updates and there's no way to prove they did before an inspection.
Rota and compliance are separate
The rota lives in WhatsApp. Compliance lives in a paper folder. Nothing connects them. Gaps appear at the worst moment.
You only find out things are overdue after they expire
DBS checks, PI insurance, temperature logs, fridge audits — the first reminder is usually a near-miss or an inspector's question.
CPAF is a spreadsheet nightmare
Tracking your Community Pharmacy Contractual Framework across 40+ indicators manually takes hours you don't have.
SOPs attached to every shift.
AI that answers from your documents.
When a staff member clocks in, RotaEasy checks whether any SOP readings are due. When they have a question mid-shift, the AI assistant answers from your own SOPs and staff handbook — not generic internet results.
Clock-in triggers SOP reminders automatically
Each SOP has a review frequency. When a staff member clocks in and a reading is due, they're prompted to read and confirm it before they start work. The system logs the confirmation with a timestamp and their name.
- ✓ Configurable review frequency per SOP — daily, weekly, monthly, annual
- ✓ Staff confirmation logged with name, date and time
- ✓ Manager dashboard shows who is overdue and by how long
- ✓ Full audit trail ready for GPhC inspection — exportable
- ✓ Works for locums too — prompted on first clock-in at your site
Staff ask the AI. The AI answers from your SOPs.
Staff have questions mid-shift — about a procedure, a policy, a patient situation. Instead of calling the superintendent, they ask the RotaEasy AI assistant. It answers using your uploaded SOPs, staff handbook and policies — not generic internet results.
- ✓ Upload your SOPs, staff handbook, and policy documents once
- ✓ Staff ask in plain English — "what do I do if a patient is confused about their methadone?"
- ✓ Answers cite your specific document and section — not generic advice
- ✓ Reduces calls to the SP for routine procedure questions
- ✓ New starters get up to speed faster — and you have a record they asked
- ✓ Admin version also answers workforce questions — hours, Bradford Factor, SOP compliance status
19 GPhC-aligned compliance folders — ready on day one
Every folder your pharmacy needs for a GPhC inspection is pre-built and waiting. Staff log entries by scanning a QR code — no login required. Every record has a timestamp and a name.
QR codes. Staff log entries without logging in.
Print a QR code for each compliance log — fridge temperature, near miss, signposting, CD checks — and stick it on the wall next to where the task happens. Staff scan it with their phone camera, fill in the entry, and submit. No login, no app to install, no friction.
- ✓ One QR code per log, or a master code covering all logs for the site
- ✓ Works on any phone — staff don't need a RotaEasy account
- ✓ Entry logged with timestamp, staff name and form data
- ✓ Ideal for fridge temperature logs, near misses, signposting, CD checks
- ✓ Print and laminate — one step from wall to audit trail
- ✓ Automated alert if a log hasn't had an entry when it should have
✓ 3 entries today
⚠ No entries in 12 days
✓ Last entry: today 11:24
CPAF 2026/27 tracker built in
Track your Community Pharmacy Contractual Framework indicators without a spreadsheet. RotaEasy maps your activity against the current framework and flags gaps before your NHS submission deadline.
- ✓ All CPAF 2026/27 indicators mapped and tracked
- ✓ RAG status across every domain — at a glance
- ✓ Automated alerts when indicators approach their deadline
- ✓ Pharmacy First activity linked directly to relevant CPAF sections
- ✓ Export-ready evidence summary for NHS submission
Rota, locum management and invoices — all connected
Build your weekly rota, book locum sessions, send locum packs automatically, track clock-in and out, cross-check locum invoices against your own session log, and export timesheets to payroll — all in one place.
- ✓ Drag-and-drop rota builder with holiday and sickness visibility
- ✓ Locum booking with rate, session type and automatic invoice generation
- ✓ Locum pack auto-sent: site address, SP contact, ODS code, services, emergency contacts — GPhC-ready
- ✓ 24-hour email reminders to locums with access code and site details
- ✓ Received invoice cross-check — instantly see if hours claimed match your session log
- ✓ GPS-verified clock-in and out — staff and locums use their own phone
- ✓ Bradford Factor monitoring and sickness trend alerts
- ✓ Payroll export — hours, overtime and leave in one report
Built for every pharmacy role
Superintendent Pharmacist
See your inspection readiness at a glance. Know which SOPs are overdue, which compliance items need action, and whether your CPAF submission is on track — without digging through folders. Ask the AI assistant about any member of staff's SOP compliance, hours, or Bradford Factor score.
Pharmacy Owner
Manage your rota, locum costs, payroll and compliance from one dashboard. Spot staffing gaps before they become problems. Cross-check locum invoices against your session records in seconds.
Dispensary Manager
Build the weekly rota, track holiday and sickness, manage locum bookings, and make sure every team member has read the right SOPs — without chasing anyone. Staff scan QR codes to log entries. You see it all in one place.
Locum Pharmacist
Accept bookings, receive your locum pack automatically, clock in on your phone, query the pharmacy's SOPs before your session using the AI assistant, and receive your auto-generated invoice when the session ends.
Ready to get inspection-ready?
30 days free, all features included, no credit card. Set up in under 5 minutes.
No setup fee · No credit card · Cancel anytime · Built for English community pharmacies