Rota planning agent
Rotas that add up,
every month.
aNota builds the monthly plan within your rules, contracts and preferences, and adapts it every day to absences and swaps.
Already working with several Italian facilities
October 2026
Medical ward
| 1Thu | 2Fri | 3Sat | 4Sun | 5Mon | 6Tue | 7Wed | 8Thu | 9Fri | 10Sat | 11Sun | 12Mon | 13Tue | 14Wed | Weekend days worked | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Marco | · | · | M2 | M2 | · | P2 | P2 | P2 | N1 | · | · | M2 | M2 | N1 | 2/4 |
| Sara | · | M2 | N1 | · | · | · | M2 | M2 | M2 | M2 | N1 | · | · | P2 | 3/4 |
| Luca | P2 | · | · | M2 | M2 | M2 | M2 | N1 | · | · | M2 | N1 | · | · | 2/4 |
| Elena | M2 | N1 | · | · | M2 | M2 | N1 | · | · | M2 | M2 | · | · | M2 | 2/4 |
| Chiara | N1 | · | · | · | P2 | N1 | · | · | P2 | P2 | P2 | P2 | P2 | · | 2/4 |
| Paolo | · | P2 | P2 | P2 | N1 | · | · | M2 | M2 | N1 | · | · | M2 | M2 | 3/4 |
| Anna | M2 | M2 | M2 | N1 | · | · | · | Hol | Hol | Hol | · | M2 | N1 | · | 2/4 |
The problem
A rota built by hand, from scratch every month.
Coordinators fit together staffing needs, contracts and people. Then someone is absent and it starts again.
Nights and holidays on the same people
Without the full picture, shifts become unfair. And tired people leave.
Days of work on the plan
Every month, hours taken from coordination and patients for a plan that changes the next day.
Dozens of rules in your head
Rest periods, nights, part time, carer's leave, training: all in memory, on sheets and in chats.
Every gap costs
Overtime, hours banks and agency staff cover absences. The bill lands on the facility's costs.
The impact
Fewer hours on the rota, more time for people.
Fairness
−20%
staff turnover
Fairer, more predictable shifts: fewer departures, fewer people to onboard.
Staff on shifts
Time saved
−90%
time spent building the plan
For every ward coordinator: the month is generated in minutes, and day to day management is halved.
Coordinators
Cost efficiency
−15%
hours outside contract
Less overtime, fewer banked hours, freelancers and agency staff.
Management
Coordinators stop building the rota. They start deciding it.
The product
Three modules, one rota.
An algorithm calculates the plan; you steer it by writing, as you would to a colleague.
Rules and needs, written down once.
- Law and contracts always respected
- Staffing per ward and time slot
- Everyone's preferences and absences
- Imported from the sheets you already use
Who it's for
A better rota changes everyone's day.
Staff
Nurses, care assistants, doctors, technicians and admin staff on shifts
Fairer, more predictable shifts.
- The plan starts from their limits and requests
- Nights and holidays shared in proportion to each contract
- Swaps and holidays requested from the app, answered quickly
Coordinators
Ward and service coordinators
The plan arrives ready to check.
- The month's plan in minutes, not days
- Every request in one list
- Every choice on record, with a history per person
Management
Medical, administrative and HR management
More internal hours, lower costs.
- Your own staff first, then overtime and agency staff
- Hour counts always right, ready for payroll
- Rules and contracts respected by construction
For every facility that runs on shifts.
- Care homesNights and holidays covered fairly.
- Outpatient centresStaff shared across sites.
- ClinicsThe right skills on every ward.
- HospitalsHundreds of people planned in minutes.
Data and security
Your data stays yours. And it stays in Europe.
We process only what's strictly needed, to high security standards.
Europe only
Servers and suppliers exclusively in the European Union.
Only what's needed
Just the staff data the plan requires. No health data.
Names kept apart
Data encrypted and stored separately from names: the AI only sees codes.
GDPR compliant
The facility stays the data controller. aNota is only the processor.
Strong protection
Data encrypted at rest and in transit, logged access, encrypted backups.
A person always decides
No change to the plan without the coordinator's approval.
Questions
What people ask us most.
Do we have to give up our matrix?
No. aNota starts from the rotation matrix you already use and follows it as closely as it can. It only changes the cells that leave and absences force it to change.
Can we change the plan by hand?
Yes. Fix a shift or a day off for someone, and aNota re plans the rest around that choice.
Which contracts does it handle?
Everyone has their own contract, with weekly hours, part time and limits of its own, such as UNEBA or Funzioni Locali. Freelancers have their own rules too.
What happens if someone falls ill mid month?
Record the absence and recalculate: the days already worked stay as they were, and aNota reorganises only the days ahead.
What if the month really can't be covered?
aNota doesn't invent a plan that breaks the rules. It tells you which rules clash, so you know where to act.
Do we have to change the software we use?
No. aNota connects to attendance, payroll and HR software to collect leave and absences without entering them twice.
Does the hours sheet work for payroll?
Yes. For everyone you get hours owed, hours assigned, leave, time off and the difference, ready to export to Excel.
Let's plan next month together.
Bring your matrix and next month: we'll show you what they become with aNota.
We start from what you already have. No software to replace.