Rostering that understands
life happens.
Created by emergency physicians who live the chaos of shift work.
Because behind every roster line is a person — with a family, a rhythm, a life.
Ours learns your patterns, adapts to your reality, and makes time your ally again.
Context-Aware AI Rostering
“Fairness isn’t giving everyone what they want — it’s giving everyone what makes sense.”
That’s the principle Intelligent Roster is built on.
It doesn’t just see names and shifts — it reads the context: training needs, fatigue balance, coverage priorities, and the invisible load every clinician carries.
It adapts within clear boundaries — so flexibility never undermines fairness or service.
Leaders stay in control; the system handles the complexity.
Fairness becomes data-driven, not debated.
Dual-AI Generation System
Behind every roster, two AIs quietly collaborate — one optimising efficiency and compliance, the other auditing for fairness and wellbeing.
This “AI vs AI” dialogue ensures every decision is both logical and humane.
The result: rosters that meet workforce targets and respect human limits.
Because running a hospital shouldn’t come at the cost of humanity.
Time-Based Availability
(with Master Roster Harmony)
The era of one-size-fits-all scheduling is over.
Clinicians can now declare their availability in hours, not shifts — and Intelligent Roster finds the right match based on their scope of practice and craft group.
If you’re free Tuesday 11 p.m. to midnight, the system may see a perfect fit in Fast Track from 3 p.m. to 11 p.m.
It’s rostering that listens first, then builds around you.
And yet, for departments that need rhythm — the weekly teaching session on Wednesday 10 a.m.–4 p.m., the Director’s office block every Monday — the master roster still lives beneath it all.
Flexibility for individuals, structure for the system. That’s true harmony.
Intelligent Leave Harmony
In most hospitals, leave and rostering live in separate worlds — you apply for leave in one system and get rostered in another.
That’s how someone always ends up rostered while on leave, triggering swaps, burnout, and chaos.
Intelligent Roster ends that split reality.
The leave planner and roster talk in real time, recalculating coverage, workload, and fatigue before approving leave — and feeding back how much capacity truly remains.
It’s not a calendar; it’s a planning engine that prevents conflicts before they exist.
No double bookings. No spreadsheets. No guilt.
Just a system that keeps people and departments in sync — because fairness isn’t paperwork, it’s design.
Built-In Governance & Security
“True freedom comes from knowing the rules are already taken care of.”
Intelligent Roster keeps compliance effortless.
You stay in control — we simply make the rules work for you.
With customisable templates for state legislation, specialist and trainee EBAs, and layered AI rule engines, governance happens quietly in the background:
There are three rules
-
Organisation Rules: limits and fatigue thresholds stay protected.
-
Stream Rules: match scope and credentials.
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Individual rules: preferences and restrictions are honoured.
Every action is transparent, logged, and secure with MFA, two-step deletion, and immutable audit trails.
It’s not about bureaucracy — it’s about trust, confidence, and calm control.
Life in Sync
Born in the Emergency Department — not a boardroom.
Created by emergency physicians who’ve lived the chaos, missed dinners, and swapped shifts at 2 a.m.
That understanding lives in every detail — right down to your calendar.
Intelligent Roster syncs effortlessly with Google, Apple, Outlook, and emerging smart scheduling platforms, so clinicians can see work and life in one view — birthdays, school runs, night-shift recoveries, all side by side.
Because empathy isn’t just knowing what people do — it’s knowing when they do it.
When technology moves with human time, teams don’t just work better — they live better.
🧠 Dual AI Strategy: The Right Intelligence for Every Task
Why use one AI when you can use two? We combine Claude Sonnet 4’s deep reasoning with GPT-4’s rapid responses. Each does what it does best.
Complex Reasoning & People Understanding
- Full roster generation (200 people, 14 days)
- Understanding fairness across 7 dimensions
- Balancing competing staff preferences
- Rule conflict resolution
- Coverage impact analysis
Why Claude? It understands context and nuance—just like understanding people requires.
Fast Queries & Quick Answers
- Simple questions: “Who works Monday?”
- Coverage checks
- Report generation
- Quick staff lookups
- Basic pattern recognition
Why GPT? Lightning-fast for simple tasks that don’t need deep reasoning.
Deterministic Fallback
Always Works, No Matter What
- System works even if AI is down
- Manual rostering always available
- Core algorithms don’t require AI
- AI enhances, doesn’t replace
Your roster always works. AI makes it better, not necessary.
Cost Transparency:
Generate a 2-week roster for 100 staff = 50 credits (~$1). No hidden fees. You always see your credit balance.
🎯 Large Context Windows:
Understanding the Whole Picture
Your roster builder needs to remember hundreds of details simultaneously. So does our AI.
What The AI Remembers About People:
Individual Context:
- Sarah prefers Tuesday Mornings and Friday Evenings
- John studying need Wednesday 10am to 4pm off for teaching
- Mike always volunteers for public holidays and weekends
Historical Patterns:
- Who worked last 3 weekends
- Who’s covered more nights this quarter
- Who took leave during Christmas last year
- Who swapped shifts most often
System Context:
- State EBA requirements
- Rest period rules (10+ hours)
- Max consecutive days (4 days)
- Max consecutive nights (3 nights)
- Your hospital’s specific policies
The AI holds all of this in context simultaneously—just like you would if you could remember everything about everyone…
📅 Time-Based Availability: AI That Adapts to Real Life
People's lives change.Childcare falls through.
Study schedules shift.
Family needs evolve.
Our AI understands this.
❌ Old Way:
Pattern Prison
“Sarah works Pattern A: Mon-Fri 8am-4pm”
What happens when her childcare changes? Pattern change request. Paperwork. Delays. Stress.
✓ Our Way:
Weekly Flexibility
Week 1: “Available Mon-Wed 8-4, Thu-Fri 2-10”
Week 2: “Available Tue-Sat 8-4” (school holidays)
Week 3: Back to normal
No paperwork. No delays. Just update availability. AI matches to any compatible shift.
🤖 What AI Does
Scans all 200 staff availability windows. Finds optimal matches for each shift. Ensures fairness. Respects preferences. Handles complexity humans can’t.
Result: People get flexibility. You get coverage. Everyone wins.
🔄 Shift Swap AI: Empowering Staff, Not Burdening Managers
Life happens.Family emergencies. Unexpected events. Staff need to swap shifts. Our AI makes it easy—while keeping you in control.
Direct Swaps
Sarah to Emily: “I’ll take your Monday morning if you take my Thursday evening?”
AI validates: ✓ Both have required scopes ✓ No rest period violations ✓ Maintains fairness balance
Manager sees one notification: “Approve?” → One click → Done.
Open Marketplace
John posts: “Giving up Friday night Emergency shift—who wants it?”
AI shows compatible matches:
- Emma: 95% match (available, correct scopes, improves her fairness score)
- Mike: 87% match (available, correct scopes, neutral fairness)
- Sarah: 60% match (available, correct scopes, already worked 3 Fridays)
Staff choose. AI guides. You approve. 70% less admin work.
AI Proactive Suggestions
AI notices: “Sarah worked 4 weekends, Emma worked 0. Sarah has an upcoming weekend shift, Emma is available.”
AI suggests to Sarah: “Would you like to swap your Saturday shift with Emma? This would improve fairness distribution.”
AI actively helps balance the load, not just react to requests.
⚖️ 3-Tier AI Rules: Organization, Stream, and Individual
The AI learns rules at three levels—understanding that hospitals have policies, departments have needs, and people have lives.
Level 1: Organization Rules
Hospital-Wide Policies (Highest Priority)
- State EBA compliance
- Rest period requirements (10+ hours)
- Max consecutive days (7 days)
- Public holiday penalties
- Night shift definitions (after 8pm)
These are non-negotiable. AI never breaks these rules.
Level 2: Stream Rules
Department-Specific Preferences (Medium Priority)
- Emergency: Always have 1 senior RN on night shifts
- ICU: Prefer continuity (same staff 3-4 days)
- Sub-Acute: Balance experienced vs new staff
- Surgical: Prefer staff with OR experience on Tuesdays
These guide AI decisions but can flex for coverage.
Level 3: Staff Rules
Individual Preferences (Lowest Priority)
- Sarah: Prefers mornings (school pickup)
- John: Available for extra shifts (saving for house)
- Emma: Prefer weekdays (new mother)
- Mike: Happy to cover public holiday
AI considers these when possible, respecting people’s lives.
How AI Balances Conflicts:
When rules conflict, AI prioritizes: Organization rules → Coverage needs → Fairness → Individual preferences. Transparent. Explainable. Fair.
🏖️ Leave Planner Integration:
Two Systems, One TruthThe problem with other systems:
Leave lives in one system. Roster lives in another. Conflicts discovered too late. People get frustrated.
How Our AI Connects Leave & Rostering:
Step 1: Staff Requests Leave
Sarah requests Dec 20-27 off for family vacation.
Step 2: AI Analyzes Impact
AI immediately checks:
- Is Sarah already rostered for those dates? (Yes, 3 morning shifts)
- Who else can cover those shifts? (AI suggests 5 compatible staff)
- Will this create coverage gaps? (No, sufficient coverage available)
- Does this affect any swap agreements? (No conflicts)
Step 3: Manager Approves
You see: “Sarah’s leave request will unassign 3 shifts. Click to auto-fill with AI suggestions.”
Step 4: Automatic Roster Update
The moment you approve leave:
- ✓ Sarah’s shifts automatically blocked for Dec 20-27
- ✓ AI suggests replacement staff based on availability + fairness
- ✓ One-click to accept AI suggestions or manually assign
- ✓ Sarah receives confirmation email
No conflicts. No double-checking. No manual work.
The systems talk to each other instantly.
Why This Works: We Remember They’re People
Other systems treat staff as interchangeable resources to allocate.
Ours treats them as humans with lives, families, preferences, and changing needs.
That’s not marketing. That’s the entire architecture.
Built By Emergency Physicians.
For Everyone Who Rosters.
We’ve written rosters. We’ve worked them. We’ve felt the strain from both sides.
We built Intelligent Roster because rostering was never just a system issue — it’s a people one.
Every roster builder juggles 200 clinicians, 7 patterns, compliance rules, and fairness — all at once.
That’s what AI should do best: hold the context, see the patterns, and balance the load.
The AI should learn the rules — so people can focus on care.
Dr Rajan Kailainathan
Dr Srigala Nagarajan
What We Believe
Rostering Is A People Problem
Your roster builder needs to understand 200 people, 7 shifts, 28 days, compliance rules, and fairness—all at once. That’s what AI is built for.
AI Should Learn, Not You
We teach the AI about Australian EBAs, state awards, and your hospital policies. You shouldn’t have to become a software expert.
Flexibility Beats Patterns
Life changes. Staff shouldn’t be locked to Pattern A forever. Time-based availability adapts to real life.
Transparency Beats Enforcement
Show fairness metrics. Let humans decide.
Rigid rules break in edge cases.
What Makes Us Different
A quick, honest comparison of today’s options.
| Feature | Old Way (Excel) | Enterprise Systems | Intelligent Roster |
|---|---|---|---|
| Availability | ✗ Locked to patterns forever | ✗ Locked to patterns | ✓ Time-based (weekly flexibility) Unique |
| AI Intelligence | ✗ None (manual) | ⚠︎ Basic automation | ✓ Dual AI (complex + simple tasks) |
| Leave Integration | ✗ Separate system | ⚠︎ Separate or basic link | ✓ Automatic blocking, real-time |
| Fairness | ✗ “Manager tries their best” | ✗ Rigid enforcement | ✓ Transparent metrics — you decide |
| Shift Swaps | ✗ Phone calls & emails | ✗ Manual approval forms | ✓ AI-matched marketplace |
| Price | Free (but ~10 hrs/week wasted) | $2,000–5,000/month | ✓ $199–499/month |
| Setup Time | Instant (but ongoing pain) | 3–6 months | ✓ ~2 hours |
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