RotaFlow — Workforce Scheduling SaaS

Overview

RotaFlow is a multi-tenant SaaS platform built for staffing agencies, security companies, and care home operators. It replaces spreadsheet-based scheduling with a structured rota management system, enforces compliance rules (rest gaps, daily hour caps), and verifies field attendance through GPS-enabled mobile check-ins — all within a white-labeled, tenant-isolated environment.

The Challenge

Staffing-heavy industries live and die by their rotas. Scheduling conflicts (double-bookings, missed rest periods, over-hours) create operational chaos and compliance exposure. At the same time, verifying that field workers actually show up to client sites — not just mark themselves as present — is a persistent problem. The solution needed to handle multiple companies (tenants) from a single platform, each with their own workers, client sites, and rate configurations.

What We Built

Tenant Dashboard (React + Vite + Tailwind)

• Excel-like grid scheduler with drag-and-drop shift assignment
• Real-time conflict detection — time overlaps, minimum rest gaps, daily hour caps
• Shift type templates for reusable scheduling configurations
• Draft → Published → Archived rota workflow
• Per-employee availability windows and hour limits
• Attendance review with GPS timestamps and photo evidence
• Payroll export (Excel) with hours summary per employee

Mobile App (React Native / Expo)

• Shift overview for field workers
• GPS check-in/out with photo capture requirement (configurable per tenant)
• Geofencing validation against configured client site radius
• Offline mode — queued check-ins synced when back online

Admin Portal (React + Vite + Tailwind)

• Super-admin tenant lifecycle: create, suspend, upgrade
• Plan management (Starter / Professional / Enterprise tiers)
• Subscription billing state and trial management
• Read-only tenant impersonation for support

Backend API (NestJS)

• Multi-tenant isolation via PostgreSQL Row-Level Security + JWT-embedded tenant ID
• Subdomain-based tenant detection (company.rotaflow.com)
• Full RBAC: Owner / Manager / Supervisor / Worker roles
• Attendance audit log — immutable edit history on every check-in
• Bull job queues for notifications and report generation
• Per-tenant branding: colours, logo, timezone

Tech Stack

Layer	Technology
Backend	NestJS 11, TypeScript
Database	PostgreSQL 16, Row-Level Security
ORM	Prisma 6
Cache / Queue	Redis 7, Bull
File Storage	MinIO (S3-compatible)
Tenant Dashboard	React 19, Vite, Tailwind CSS, TanStack Query
Admin Portal	React 19, Vite, Tailwind CSS
Mobile	React Native, Expo, Zustand
Infrastructure	Docker Compose, Nginx, Coolify

Outcome

A production-ready scheduling SaaS covering the full workforce management lifecycle — from multi-tenant onboarding and subscription management to daily rota publishing, GPS attendance verification, and payroll export. Built for operators managing 10–500 field workers across multiple client sites.