Payroll in care homes is notoriously complex. Irregular shifts, overtime, leave requests, and strict compliance requirements make manual payroll a time-consuming and error-prone task. Mistakes aren’t just inconvenient—they can lead to compliance issues, payroll disputes, and costly administrative hours. For care providers, efficient payroll isn’t just about numbers; it’s about ensuring staff are paid accurately and on time, so they can focus on delivering high-quality care.
The Challenges of Payroll in Care Homes
- Errors in Time Tracking: Multiple shifts, part-time hours, and overlapping schedules make manual timesheets highly prone to mistakes. Research shows time and attendance errors occur at alarming rates, with some organisations needing additional pay runs each month to correct mistakes.
- Complex Compliance Requirements: Care homes must navigate evolving labour laws, including sector-specific regulations such as the Payroll-Based Journal (PBJ) in the US, the Organisation of Working Time Act in Ireland, the Working Time Regulations in the UK, the Canada Labour Code in Canada, and the Statuto dei Lavoratori in Italy. Manual tracking makes it difficult to maintain accurate, verifiable data, increasing the risk of fines, legal issues, and reputational damage.
- Time-Consuming Administration: HR teams spend significant hours approving timesheets, correcting errors, and handling payroll queries—time that could be better spent on staff support, scheduling, and patient care. Hidden costs from unapproved overtime, lateness, and inefficient scheduling further compound the issue.
These challenges can reduce staff satisfaction, drain administrative resources, and introduce costly errors.
Real-World Example – Villa Basilea
Villa Basilea is one of Italy’s most respected care providers, known for its dedication to delivering high-quality care and creating a supportive environment for staff. As the organisation grew, leadership recognised that manual payroll and time-tracking processes were slowing them down and placing unnecessary strain on HR teams. Errors and delays risked taking focus away from what Villa Basilea values most: providing exceptional care to residents and supporting their people.
Rather than accept these challenges, Villa Basilea sought a smarter, more sustainable way forward. By implementing Softworks’ Time & Attendance automation, they strengthened their reputation as an innovative and people-focused employer:
- Accuracy first: Automated time capture ensured staff were paid correctly every time, building trust and reducing payroll disputes.
- Efficiency gains: Payroll queries dropped by 90%, giving HR teams the freedom to focus on supporting employees and enhancing the care environment.
- Compliance made simple: Automated pay rules and sector-specific regulations assured audits and reporting, reducing risk and reinforcing their commitment to governance.
Villa Basilea’s investment in automation demonstrates their forward-looking leadership. By prioritising accuracy, efficiency, and staff wellbeing, they continue to set a high standard for care provision in Italy.
Another Success Story – Gold Care Homes
Gold Care Homes is one of the UK’s most recognised care providers, employing over 2,000 dedicated staff across 24 facilities. With a strong reputation for compassionate care and a commitment to continuous improvement, Gold Care Homes is always seeking ways to better support both residents and employees.
As the organisation grew, leadership identified that their manual payroll and rostering system was holding them back. It created unnecessary delays, increased the risk of errors, and placed extra pressure on HR teams. Determined to find a solution that matched their forward-thinking culture, Gold Care Homes turned to Softworks.
By adopting Softworks’ cloud-based Workforce Management solution, Gold Care Homes were able to transform their operations and deliver measurable results:
- 33% reduction in payroll processing time, allowing HR teams to focus more on staff support and engagement
- Greater employee empowerment through mobile self-service tools, giving staff more visibility and control over their schedules and leave
- Operational efficiency and significant cost savings, including a 27% reduction in agency staff costs
- Built-in scalability, enabling the organisation to grow sustainably without overloading HR resources
Gold Care Homes’ decision to embrace automation demonstrates their commitment to innovation, employee well-being, and high standards of care. By working with Softworks, they have not only streamlined payroll but also reinforced their position as a leading employer and care provider.
Broader Benefits Across Industries
Automation benefits extend far beyond care homes:
- Manufacturing: Streamline payroll for multiple shifts and seasonal workers.
- Retail & Hospitality: Confidently manage high staff turnover and flexible schedules.
- Healthcare & Public Sector: Ensure compliance with strict employment regulations and reduce audit risks.
Across industries, automation reduces errors, saves time, improves compliance, lowers labour costs, and allows HR teams to focus on strategy rather than administrative tasks.
Ready to Transform Payroll?
As seen with Villa Basilea and Gold Care Homes, automation of Time & Attendance can transform payroll operations: reducing errors, cutting processing time, improving compliance, and freeing HR teams to focus on strategic priorities and staff engagement. These benefits aren’t limited to care homes — they scale across industries of all sizes.
Discover how automation can streamline payroll in your organisation and ensure accuracy, efficiency, and compliance.
