Everything your healthcare staffing agency needs to manage the working day
From receiving a last-minute request to confirming hours worked, RecPal helps you manage the operational work that keeps your agency moving. Agency administrators use the web dashboard, while workers and clients can complete key tasks through their own access.
Shift scheduling and bookings
Create bookings for a specific client, location, date, time and healthcare role. Add shift instructions, set the number of workers required and see the status of each booking from request to completion. Use the calendar or list view to monitor your workload, including shifts still needing cover.
Key Scheduling Features
- Create and manage temporary staffing shifts
- View bookings in a calendar or list
- Allocate workers and track booking status
- Manage client requests from the healthcare client portal
- Reduce the risk of double-booking through booking controls
Staff directory and availability
Keep an organised directory of healthcare workers, including their professional roles and pay rates. Search and filter records, invite staff to access RecPal and use submitted availability when arranging cover.
Workforce Capabilities
- Manage nurses, senior carers, care assistants and support workers
- Maintain staff profiles and pay rates
- View seven-day availability shared through the worker app
- Send shift offers for workers to accept or decline
Healthcare compliance management
Maintain important workforce compliance records in the same system as your staffing operations. Track Right to Work, DBS checks, professional registration and mandatory training, with clear indicators for missing records and documents approaching expiry. Agency compliance officers can review and verify submissions.
Compliance Controls
- Track DBS, Right to Work, professional registrations and training
- Review records marked compliant, expiring soon or missing/non-compliant
- Receive worker documents and photos submitted from the mobile app
- Preview uploaded documents before verification
- Share a limited worker credentials preview with authorised care home client users
Digital timesheets and payroll preparation
Replace paper timesheet chasing with a digital review process. Workers enter their actual hours and unpaid breaks. The healthcare client can approve, query or reject the entry, and your agency can review the record before preparing payroll.
Timesheet & Payroll Operations
- Worker timesheet submission from mobile
- Healthcare client timesheet approval and queries
- Agency review and resolution of timesheet queries
- Calculation of hours after unpaid breaks
- Branded Excel payroll export with staff, client, branch and date filters
Client organisations and self-service portal
Create profiles for healthcare clients and manage multiple locations or wards. Store booking contacts, billing information and agreed charge rates, including different arrangements for day, night, weekend and bank holiday shifts. Client users can request shifts, see their booking status and authorise timesheets.
Client Portal Access
- Manage multiple facilities, branches, wards and care home locations
- Store agreed charge rates for Day, Night, Weekend & Bank Holiday
- Self-service shift request submission for care home managers
- Pre-arrival worker credentials preview for peace of mind
- One-click timesheet authorisation and query messaging
Invoicing and finance exports
Prepare client invoices using the booking and financial information held in RecPal. Add your agency branding and business details to printable PDF invoices, with VAT and payment terms presented on the document. Export invoicing data to a Xero-compatible CSV when you need to continue your accounts workflow.
Invoicing Capabilities
- Automatic sequential invoice generation (INV-YYYY-XXXX)
- Agency branding with logo, registered address and payment terms
- Printable PDF invoice layout ready for email delivery
- Xero-compatible CSV export for frictionless accounting workflow
- Line-item breakdown with hours, charge rate and VAT calculation
Mobile app for people on the move
RecPal provides tailored mobile workflows suited to everyone participating in a temporary shift.
For healthcare workers
View upcoming and confirmed shifts, respond to offers, share availability, submit timesheets and upload photos or PDF documents for compliance review.
For agency office teams
See open and allocated shifts, arrange cover, review staff and client information and manage timesheets from the mobile app.
For healthcare clients
Request temporary cover, review bookings and approve or query timesheets using role-specific access.
Security and access controls
RecPal is built as a multi-agency platform, with each agency’s records separated and access controlled according to the user’s role. Agency owners, booking coordinators, compliance officers, healthcare workers and healthcare clients see the tools relevant to their responsibilities.
Enterprise-Grade Privacy & Roles
- Complete tenant isolation per agency boundary
- Role-Based Access Control (RBAC) across web and mobile
- Custom security rules enforcing data confidentiality
- GDPR-compliant record handling and document storage
Bring your operations together
Keep essential staffing information connected, from the first client request through to allocating cover, reviewing compliance records and preparing timesheets and invoices.