FullRota

Morning cover, booked before the first bell.

FullRota is a recruitment CRM for staffing agencies in any specialism, with WhatsApp built in, set up in your sector's own language. Send a shift to every candidate who is free and cleared to work, book the first yes, and keep the whole conversation on their record.

Book a demo See what it does
Example booking Request to booking: 4 min

  1. Hollybank Primary asks for a Year 4 class teacher, today, 08:30 to 15:30.

  2. Hollybank Primary needs a Year 4 class teacher today, 08:30 to 15:30. Can you do it?

    Yes, book meNot today

    Sent to 14 teachers: free today, KS2, checks in date, within 10 miles.

  3. Priya M.Yes, book me. Is there parking on site?

  4. Booked: Priya M.

    School and teacher both have a confirmation. The other 13 have been told the day has gone.

Your agency already runs on WhatsApp. None of it is on the record.

Bookings live on personal phones

A consultant agrees a week of cover from their own number. Nobody else in the office can see it, so when they are off sick the desk starts from nothing.

Candidates leave with the consultant

When someone moves to a competitor, the chat history and the relationships behind it go with them.

No trail when you are asked for one

A school, a care home or an auditor wants to know who was told what, and when. Today the answer is a folder of screenshots.

What it does

Four jobs it takes off your consultants

Shift broadcast

Pick the booking. FullRota messages only the candidates who are available, qualified and cleared for that client. The first yes gets it, and everyone else is told it has gone.

Availability check

Every Sunday evening candidates are asked which days they can work. They tap an answer and the board fills itself in. Anyone who stays quiet gets one nudge on Monday morning.

Compliance chasing

Expiry dates sit on every record. Candidates are reminded ahead of time, with a link to upload the new document from their phone.

Shared inbox

One agency number for every consultant. Each message is filed against the candidate, so anyone on the desk can pick up the conversation.

Example availability check, week of 12 October

Candidate's phoneSunday

  1. Hi Priya, which days can you work next week, 12 to 16 October?

    All weekSome daysNot this week

  2. Some days

  3. Thanks. Tick the days you're free.

    Choose days

  4. A short form opens inside WhatsApp.

    Your days, 12 to 16 Oct Mon Booked with us Tue Wed Thu Fri Send

  5. Free: Tue, Wed, Fri

  6. Board updated

    Priya now shows as free on Tuesday, Wednesday and Friday.

CandidateMonTueWedThuFri
Priya M.KS2 teacher BookedFreeFreeOffFree
Tom A.Secondary maths FreeFreeBookedBookedOff
Aisha K.Teaching assistant, SEN AM onlyAM onlyAM onlyAM onlyAM only
Callum R.Cover supervisor No replyNo replyNo replyNo replyNo reply
Priya's answers land on the board as she sends them. Callum was nudged at 07:00 on Monday and is left out of broadcasts until he replies.

Compliance

Nobody goes out on an expired check

Every safer recruitment check has a date and a status on the candidate's record. When one runs out, the teacher drops out of broadcasts and gets a message asking for the new document.

FullRota tracks documents and chases candidates. The decision to clear someone for work stays with your compliance team.

Example DBS renewalCandidate's phone

  1. Hi Priya, your DBS certificate will be a year old on 20 October. Our schools ask for a check from the last 12 months, so it's time for a new one.

    Start my DBSCall me

  2. Start my DBS

  3. Thanks. It takes about 10 minutes. Have your passport or driving licence ready, plus a recent bank statement or utility bill.

    Open application

  4. The application opens on her phone.

    DBS application Personal details Addresses, last 5 years Photo of ID Proof of address Submit

  5. All done, submitted.

  6. Sent to compliance

    Your team checks her ID and sends the application to DBS. Her current check covers bookings until 20 October.

Priya M.Example record · KS2 teacher
  • Right to workBritish passport, seen in personIn date
  • QTS and prohibition checkTeacher reference number on fileIn date
  • References2 of 2 receivedComplete
  • Safeguarding trainingCertificate valid until June 2027In date
  • Enhanced DBS with children's barred listA year old on 20 Oct, not on the Update Service. New application submittedRenewal due
  • KCSIE Part 1 declarationNot signed for this year's edition, chased todayMissing

Data and consent

Ready for the questions clients and auditors ask

Consent on record

Each candidate opts in to WhatsApp messages from your agency, and the date they did so is stored.

Full message history

Export any candidate's conversation with timestamps, including which consultant sent each message.

Retention rules

Set how long to keep records for candidates who have stopped working with you, then delete them on schedule.

Official WhatsApp route

Messages go out from your agency's own number through the WhatsApp Business Platform, with approved templates.

Setup

We set it up for you

Small agencies do not have a spare week for a software migration. You send us what you have and we do the rest.

  1. Send us your candidate list

    A spreadsheet or an export from your current system is fine. We load it, with check dates where you have them.

  2. We connect your number

    Your agency's WhatsApp number is linked and your shift, availability and reminder messages are written and approved.

  3. Your desk logs in

    Consultants sign in on the web or the app. Candidates opt in with one reply and the first availability check goes out that Sunday.

Your brand

Candidates see your agency, not ours

Messages go out from your own WhatsApp number with your name, logo and colours. FullRota stays in the background.

Two phone screens. On the left, a WhatsApp chat from Northgate Supply with its logo at the top, a blue and amber banner on the availability message, and a small grey footer line. On the right, an availability form in Northgate's colours with a small Powered by Shiftbell credit at the bottom.
Northgate Supply is an invented example agency. Real WhatsApp screens look slightly different on iPhone and Android.

  1. Your name and logo

    Your logo and approved business name sit at the top of every chat. Verified businesses also show a badge next to the name.

  2. Branded headers

    Add your own banner to regular messages such as the Sunday availability check, so candidates spot them straight away.

  3. A quiet footer

    Each message ends with one line of small grey text: your agency's name, with a small "via FullRota" credit.

  4. Forms in your colours

    Availability and document forms open inside the chat in your colours and with your logo.

Pricing

Priced by the size of your desk

Every plan includes setup support, the shared inbox, shift broadcasts, availability checks and compliance chasing. Monthly rolling, or pay annually and get two months free.

Starter

For agencies with up to 3 consultants

£149a month

  • Up to 3 consultants
  • Up to 400 active candidates
  • 2,000 WhatsApp messages a month
  • Extra messages 5p each
Book a demo

Growth

For agencies with up to 8 consultants

£349a month

  • Up to 8 consultants
  • Up to 1,500 active candidates
  • 6,000 WhatsApp messages a month
  • Extra messages 4p each
Book a demo

Larger agencies

For 9 or more consultants

From £40per consultant a month

  • Unlimited active candidates
  • Message allowance agreed with you
  • Several offices or brands
  • Named account contact
Ask for a quote

Setup from £495, one-off. We import your candidates, connect your WhatsApp number, write and get your message templates approved, and train your consultants.

Founding agencies: our first five agencies pay no setup fee and £99 a month, fixed for 12 months, in return for regular feedback.

All prices exclude VAT. An active candidate is anyone you have messaged or booked in the last 90 days. Replies to candidates who message you first are not counted against your allowance.

FAQ

Questions agencies ask

How many WhatsApp numbers can I have?

It's your choice. Most agencies use one number for the whole business, so candidates always know who is messaging them.

You can add more whenever it suits you: one per branch, one per brand, or a separate number for each sector you cover. Each number shows its own name and logo in WhatsApp, and your team sees every conversation in one shared inbox. We set up and get each number approved with WhatsApp for you.

Does FullRota work for our sector?

Yes. The examples on this page are education and healthcare, but FullRota is set up for each agency's specialism, whether that's nursing, teaching, social care, driving, hospitality, security or something else. We configure your roles, shift or booking patterns, compliance checks and rates, usually within a week.

Your team, candidates and clients see your sector's own words throughout, in the app and in WhatsApp messages. If you'd rather say "carer", "home" or "session", your admin can change the wording at any time, and agencies covering several sectors can use different wording for each desk.

Can we keep the WhatsApp number we already use?

Usually, yes. If your number is already on the WhatsApp Business app, it can normally be moved across. We check this with you during setup, before anything changes.

Do candidates need to download anything?

No. They use the WhatsApp they already have. Forms open inside the chat, and there is nothing to install or log in to.

Do candidates have to agree to receive messages?

Yes. Each candidate opts in before you message them, and the date is saved on their record. They can stop messages at any time.

Can other agencies on FullRota see my candidates?

No. Every agency has its own separate space. Your candidates, messages and documents are only visible to your team and to the clients you invite.

Can our schools and care homes log in?

Yes, if you want them to. Clients can see people who have worked with them before, check who is free and send an invite, which goes out on WhatsApp from your number. You are told about every invite.

Who owns our data?

You do. FullRota handles it on your behalf under a data processing agreement, and you can export or delete your data whenever you like.

What happens if we go over our message allowance?

Nothing stops working. Extra messages cost 5p each on Starter and 4p each on Growth, and you can see your usage at any time. Replies to candidates who message you first don't count towards your allowance.

Is there a long contract?

No. Plans run month to month. If you pay for a year up front, you get two months free.

Book a demo

See it run on one of your own bookings

The call takes 20 minutes. Bring a vacancy you filled last week and we will show you how it would have gone out.

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