Hiring
- A form for your own website
- Everyone who applied in one list
- A shortlist you can send a client
- Contracts signed online
Everything included
One system, every part of your agency.
From the morning someone applies to the day they're paid. One system, one price, nothing held back for a dearer plan.
No card needed · Set it up in an afternoon · Cancel whenever
- Every feature from day one
- Switch off what you don't use
- We move your data across
The whole agency, not one corner of it
Every part of the job, in the same place, all talking to each other. Nothing gets retyped into a second system, and what does leave leaves in a file your accountant can open.
Your team
- Everything about them in one place
- Certificates with a reminder before each runs out
- References kept on file
- They tell you the days they are free
Your clients
- Their own login to book and cancel
- Notes on who or what is being looked after
- They see who is coming and when
- They can leave a review
The schedule
- The whole week at a glance
- Regular bookings that repeat themselves
- Fill a gap by asking everyone at once
- Higher rates for evenings and holidays
Hours
- They check in and out on their phone
- Counted for you, not guessed at
- Late starts and overtime picked up
- Feeds straight into the bill
Messages
- Your team and your clients talk directly
- You can see every conversation
- One thread per booking
- Reminders before a shift
The money
- Bills built from hours worked
- Card or bank transfer
- See who still owes you
- What each person is owed
Permanent placements
- A fee by percentage, flat rate or weekly multiple
- A minimum that applies itself
- The guarantee counts itself down
- What your guarantee actually costs you
Out to your accountant
- Xero and QuickBooks import files
- Hours and gross pay for your payroll run
- Clocked hours kept separate from scheduled
- Any date range, drafts left out
Hours bought up front
- Sell a block of hours
- Visits draw it down automatically
- Every movement kept, so you can show them
- A warning before it runs out
How their day went
- A few lines from the person who was there
- Photos straight to the family
- Permission asked for each photo
- Never used unless they said yes
What you actually keep
- Income from invoices really paid
- What your team was paid
- What you spent, by category
- Profit and margin for any period
Time off
- They ask from their phone
- You answer in one tap
- Nobody is offered work on a day they are away
- You are told which visits now need somebody
Training on file
- Safeguarding, first aid, whatever you ask for
- Say which courses everyone must hold
- Anyone missing one is flagged, not left blank
- A reminder before each runs out
Moving your people in
- Bring them across from a spreadsheet
- Match your column names to ours
- See what it will do before it does it
- A report naming anything it could not read
What needs you today
- A certificate about to run out
- A bill nobody has paid
- A shift with nobody on it
- A guarantee about to close
Peace of mind
- Nothing expires without warning
- Every change is recorded
- Your data exports whenever you want
- No contract to get out of
Made to fit
- Add your own questions to any form
- Your wording, not ours
- Switch off whole sections you never use
- Your logo and colour on what clients see
Feature by feature
The same list again, in the words you'd use to compare us with anyone else.
- Scheduling & dispatch
- Day, week and list calendars, recurring bookings, conflict detection and one-tap assignment.
- Fill an open shift fast
- Send an open shift to everyone who is free, by email and phone notification. The first to accept claims it.
- AI-assisted best match
- Ranks who to offer a job to by availability, distance, history with the client and current workload. AI re-reads the shortlist and writes one line saying why each person was suggested. Nothing is ever auto-assigned.
- GPS check-in / out
- Geofenced clock-in proves attendance on site and pays staff for the exact time they worked.
- Checks & documents
- Record background-check status and store DBS, first-aid and right-to-work documents, with an alert before any of them expire.
- Invoicing & payments
- Generate invoices from completed jobs and get paid online with Stripe. Overdue chasing built in.
- Worker payouts
- Turn verified hours into accurate pay runs in a couple of clicks.
- Permanent placements
- A placement fee by percentage, flat rate or weekly multiple, with the replacement guarantee tracked and costed. Separate from booking hours, in the same system.
- Accounting & payroll export
- Invoices in the Xero and QuickBooks import formats, and verified hours and gross pay for your payroll run. Nothing to retype.
- Your own job board
- A public page of every opening, on your site and on your domain, with the markup Google Jobs reads so candidates can find your roles in a job search.
- Prepaid hour packages
- Sell a block of hours up front. Completed visits draw it down at the hours actually worked, every movement is kept, and you are told before it runs out.
- Visit reports with photos
- A few lines and a photo or two, straight to the family. Permission to use a photo anywhere else is asked for each one, and recorded.
- Expenses, profit and margin
- Not just revenue. Income, what you paid your team, what you spent, and what is actually left, for any period you pick.
- Time off requests
- Your team asks for days away from their phone and you answer in one tap. Approved leave takes them out of availability, so nobody is offered a shift on a day they are not there.
- Training records
- Safeguarding, first aid, manual handling: say which courses your team must hold and anybody missing one is flagged, rather than showing as an empty page.
- Import your own data
- Bring your workers and families across from a spreadsheet. Match your column names to ours, see exactly what it will do before it does it, and get a report naming anything it could not read.
- What needs you today
- A certificate about to lapse, a bill nobody has paid, a shift with nobody on it, a guarantee about to close. The things that go wrong because a date passed and nobody noticed.
- Real-time chat
- Built-in messaging between coordinators, workers and families. No more lost WhatsApp threads.
- Client & worker portals
- Families request and pay; workers see their schedule, accept jobs and upload documents.
- Ratings & reviews
- Collect feedback after every job and surface your best people.
- Recruiting pipeline
- Track applicants from enquiry to hire with an embeddable apply form on your own site.
- One system, every vertical
- Labels and workflows adapt to your trade. Run multiple service lines from one back office.
Everyone sees just their bit
Three ways in, one set of records underneath. Nobody has to be taught which bits to ignore.
You and your coordinators
The whole agency: every booking, every person, the money in and out, and what needs sorting today.
Your team
Their own shifts and nothing else. They accept work, check in, upload a certificate and see what they are owed.
Your clients
Their own account only. They request work, see who is coming, pay a bill and leave a review.
Yes, it works like an app
Your team installs Rostavo from their phone's browser. No app store, no download, no waiting for an update to be approved. It sits on their home screen and opens like anything else on it.
Their next shift, first thing they see
Who, where, when, and a button to say they have arrived.
A buzz when work comes up
Shift offers and reminders arrive as notifications, not as another text you have to send.
Keeps working on a bad signal
The last thing they looked at is still there in a basement or on a train.
What we deliberately don't do
We do not run your payroll and we do not keep your books. Both of those mean your country's tax rules, and doing them badly is worse for you than not doing them at all.
What we do instead
The hour in between. Your verified hours and gross pay come out as a file your payroll system imports, and your issued invoices come out in the format Xero and QuickBooks expect. Nobody retypes a month of work into a second system.
Clocked and scheduled, kept apart
Hours from a phone check-in and hours from the rota are different columns in the file, so whoever runs the payroll can see how much of it is evidenced rather than assumed.
Drafts stay out of it
A draft invoice is not a sale yet. Exporting one creates a receivable you never raised, and somebody then has to find it and reverse it.
If your package is not listed
There is a plainly labelled file with every field in it, readable column names and no guessing, for Sage, FreeAgent, Wave or a bookkeeper. Tell us what you use and we will add it.
Whoever you send into people's homes
Find the right person, get them there, prove it happened, get paid. The job is the same shape in all of these, so one system covers them, and Rostavo uses your words for it.
Questions about what it does
Including the three answers that are a no. You would find them out in week one anyway.
Can I switch off the parts we do not use?
Yes, in Settings. Recruiting, placements, agreements, chat, invoicing, payouts, rates, holidays, locations, reports, embedded forms and the form builder are each independently switchable, and switching one off hides it from the menu and refuses the pages behind it. Bookings, staff, clients and settings are always on.
Does Rostavo decide who gets a shift?
No. It ranks who to offer it to by availability, distance, history with that client and current workload, and writes one line saying why each person was suggested so you can disagree with it. A person assigns the work. Nothing is ever auto-assigned.
Does an expired document stop someone being assigned?
No, and we would rather say so. Documents and training carry expiry dates, the record shows what has lapsed, and an email goes out before anything runs out. It warns, it does not block. If a hard block is what you need, tell us before you sign up rather than after.
Can I offer one open shift to everyone at once?
Yes. One action offers it to every worker who is free, and only to people who could realistically travel to it, measured in minutes rather than miles. A worker who tells you they drive can carry their own limit. If you have not recorded addresses, nobody is filtered out.
Can I import my own spreadsheet?
Yes, for staff and clients. You upload the file, see exactly what will happen to every row before anything is written, and get a report afterwards that keeps rows already on file apart from rows that failed. Bookings and invoices are not importable on purpose, because a mis-imported booking is a visit nobody turns up to.
What happens to someone's records when they leave?
They are hidden, not destroyed, and an owner can restore them from Recently deleted for 90 days. Erasing a person is a separate, deliberate action that cannot be undone: it destroys their files, messages and login and keeps only the anonymous skeleton that bookings and invoices need to stay accurate for the six years you have to keep them.
Missing something you need?
Every agency runs a little differently. If something here doesn't fit how you work, or there's a piece missing altogether, tell us. We build custom versions of Rostavo for individual agencies.
That might be a form that matches your paperwork, a rate rule nobody else uses, a report your accountant asks for, or a whole part of the job we haven't covered. Worth a conversation either way.
Tell us what you need
We read every one of these ourselves.
Have tomorrow go like that.
Set your agency up this afternoon. It costs nothing to see whether it suits you.