Case study
ProRota
ProRota
A Custom Platform Powering the Future of Security Workforce Management
About The Client
ProRota is a workforce management platform designed to meet the complex needs of the UK’s security industry. Built in close collaboration with the ProRota team — a tech company with deep domain experience in security staffing — the platform simplifies rota planning, timesheet approvals, and shift reporting for guards, managers, and clients alike.
The security industry faces unique operational challenges: short-notice cover, compliance requirements, and highly mobile teams. Before ProRota, agencies juggled these demands with spreadsheets, WhatsApp groups, and outdated software. Together, we built something better: a robust, mobile-ready platform that makes managing security teams faster, smarter, and more secure.
Overview
Client:
ProRota
Location:
Manchester, UK
Industry:
Workforce Management / Security Sector
Capabilities:
Platform Architecture
Web Development
Mobile App Development
UI/UX & Prototyping
Technical Consultancy
Technologies:
Laravel
React Native
TailwindCSS
Alpine.js
Livewire
MySQL
Impact
80%
Faster Rota Creation
95%
Mobile Staff Adoption
100%
Compliant with Audit Trails
The launch of ProRota has truly transformed the way frontline security teams and back-office operations function. Managers can now effortlessly build, publish, and update rotas in just a matter of minutes, rather than spending hours on these tasks. Guards receive timely shift alerts, detailed job descriptions, and can submit their timesheets directly from their mobile devices, making the process seamless and efficient. Additionally, administrators enjoy the advantages of comprehensive audit logs, insightful client reporting, and streamlined digital compliance workflows.
Furthermore, clients now have the ability to log in and easily view staffing plans, approve timesheets, and access detailed performance reports. This enhancement significantly boosts transparency and fosters a greater sense of trust between all parties involved.
Behind the numbers are key design and workflow features:
Drag-and-drop rota builder streamlines shift scheduling and reduces admin time
Native mobile app ensures guards always have the latest shift info and updates
Built-in timesheet approvals eliminate paper trails and accelerate payroll
Client-facing portal adds transparency and builds trust through real-time visibility
Role-based permissions keep data secure while giving the right people the right tools
The Challenge
Security firms operate in a high-pressure environment where speed, accuracy, and compliance matter. ProRota’s founders had lived that reality — and they knew the current tools weren’t good enough.
❌ Legacy Software
Outdated desktop systems lacked mobile capabilities and real-time sync.
❌ Manual Scheduling
Managers were building rotas in spreadsheets, copying and pasting week after week.
❌ Communication Breakdown
Shifts were confirmed over text or WhatsApp, with no central record of who saw what.
❌ Poor Timesheet Tracking
Guards submitted timesheets via email or paper — a nightmare for payroll and disputes.
❌ No Client Portal
Clients had no visibility into who was on-site, when, or why.
❌ Compliance Risk
No clear audit trail for site logs, check-ins, or role-based access.
Our Approach
From day one, this project was shaped by real-world insight. The ProRota founders brought years of operational experience; we brought digital expertise. Together, we mapped the entire journey — from scheduling to shift handover — and designed a solution that put frontline staff at the centre.
Workshops helped us clarify user roles, core workflows, and edge cases. We then designed a modular architecture that could scale with future needs — including vertical-specific adaptations.
Discovery & UX Workshops
Sessions with security operations managers and field staff to map workflows and pain points.
Wireframing & Prototyping
Clickable prototypes in Figma to validate shift creation, mobile UX, and approval flows.
MVP Build
A Laravel Livewire web app for scheduling, timesheets, and reporting — optimised for admin teams.
React Native Mobile App
Native app for iOS and Android with secure guard logins, shift details, timesheets, and job notes.
Client Access & Permissions
Built-in client portal to review rotas, approve hours, and track contract performance.
Discovery & UX Workshops
Sessions with security operations managers and field staff to map workflows and pain points.
Wireframing & Prototyping
Clickable prototypes in Figma to validate shift creation, mobile UX, and approval flows.
MVP Build
A Laravel Livewire web app for scheduling, timesheets, and reporting — optimised for admin teams.
React Native Mobile App
Native app for iOS and Android with secure guard logins, shift details, timesheets, and job notes.
Client Access & Permissions
Built-in client portal to review rotas, approve hours, and track contract performance.
Infrastructure & Support
Secure cloud hosting with backups, logging, and performance monitoring.
The Solution
Digital Product
A cross-platform workforce management suite — combining a TALL stack admin panel with a React Native mobile app — built to serve the unique demands of the security industry.
A cross-platform workforce management suite — combining a TALL stack admin panel with a React Native mobile app — built to serve the unique demands of the security industry.
Mobile App for Guards
Staff get real-time shift alerts, directions, and job notes. They can check in, log breaks, and submit timesheets — all from their phone.
Dashboard
Managers create weekly rotas in minutes using saved templates and drag-and-drop workflows.
Schedules
Guards submit timesheets via the app. Managers approve or flag them instantly — syncing with payroll.
People
Clients log in to view upcoming shifts, approve staffing plans, and download reports — boosting transparency.
Leave
Every action is logged. From rota edits to timesheet approvals, admins can track who did what and when.
iReports and Reports
Clients log in to view upcoming shifts, approve staffing plans, and download reports — boosting transparency.
And many more features for both devices
Staff get real-time shift alerts, directions, and job notes. They can check in, log breaks, and submit timesheets — all from their phone.
Testimonials
What’s next?
Phase
Smart Scheduling
Automated rota suggestions based on availability and preferences
Conflict warnings and compliance checks
Smart shift coverage for absences
Phase
Payroll & Billing Integration
Export approved hours to payroll systems
Generate client invoices directly from shift data
Integrate with accounting tools like Xero and Sage
Phase
Expansion to Care Sector
Customised features for domiciliary care providers
Medication logging, incident reports, and family updates
Sector-specific compliance and safeguarding tools
