AI workforce management that flags overtime before it's paid, covers call‑offs in minutes, keeps labor inside the budget and staffs every unit to target.AI workforce management thatflags overtime before it's paidcovers call‑offs in minuteskeeps labor inside the budgetstaffs every unit to target

Arca runs the schedule for your building. It holds your master rotation, builds the weekly schedule from it, and keeps track of who is actually covering what.

The part people notice first is the 6am call-off. Instead of working down a phone list, you see everyone who can take the shift, cheapest first — and your own staff can claim it from their phones before you make a call.

It also keeps PPD and HPPD against your census in front of you, so the number you get asked about at survey is not a surprise.

Yes. Arca is staff scheduling software built for nursing homes, skilled nursing and long-term care: your master rotation, the weekly schedule built from it, open shifts your staff can claim from their phones, and call-off coverage ranked by who is available.

It goes past the schedule. Time and attendance, PPD and HPPD against census, and overtime caught before it is paid sit in the same system, which is why it is usually called workforce management.

The spreadsheet or paper master schedule, the group text, and the phone tree your DON works through every time someone calls off.

It does not replace payroll or your EHR — it sits alongside them. Arca decides who works when; payroll still prices it.

Yes. Staff clock in and out against the shift they were scheduled for, on their phone, inside the window and the geofence you set. Your break rules and rounding turn those punches into paid hours, and the raw punch is kept beside them, so a correction is always traceable to what actually happened.

It stops at hours. You close the pay period, which locks it, and export a CSV of each person’s regular, overtime and PTO hours for that period, for your payroll system to price. Arca does not hold pay rates against those hours or calculate a paycheck — that is still ADP, Paylocity or whoever you run payroll through.

Time and attendance is on the all-inclusive plan. The other two plans are scheduling without the clock.

Yes. Open shifts in a published week show up in the worker app for the people who hold that position, on the timing your posting rules set, and they claim one with a tap.

Arca refuses a pickup that would double-book them, run past the daily hour cap or break your overtime limit, and every pickup is logged, so you always see who took what.

Setup starts from what you already have. You upload your master schedule, staffing targets and roster in whatever format they are already in — a spreadsheet, a PDF, even a photo of the board on the wall — and Arca reads them and builds the facility for you to check.

You can do the whole thing yourself. If you would rather not, ask and our team will sit with you and get it set up.

At $20–$89 per location per month, a 100-bed facility is paying between 0.7 and 2.9 cents per resident day.

One 12-hour agency RN shift you avoid is worth about $306 at 2021 national rates — between 3 and 15 months of Arca, depending on the plan.

The calculator above runs it on your rates instead of a national average.

Yes. Arca builds your quarterly PBJ file straight from your timecards — per employee, per job code, per day — and checks it against the CMS schema before you download it to upload to iQIES.

Before the file is built, Arca lists what CMS would reject: a missing employee ID, a timecard with no job code, a day over 22.5 hours. Each one says who fixes it, and you fix it right there. Days with residents in the building and no RN on duty are flagged too.

Shifts that run past midnight are split across both calendar days, which is where most hand-built PBJ counts go wrong.

PBJ is set up with you rather than switched on from a plan — ask for it when you book a demo.

It is worth getting right: six measures behind your Five-Star staffing rating are derived from PBJ — three nurse staffing levels and three staff turnover measures.

Only if you let it. SmartOps is built so you stay in full control: every finding arrives as what is wrong plus what would fix it, and nothing changes until you apply it — or, for a move to another day, until the worker you asked accepts it.

If you want it to do more, you can. Tell it to give a cover request to the first worker who replies yes, and that shift is filled without you pressing anything — because you allowed it, on a request you sent. It only happens on a request where you chose it, and a move to a different day always needs that worker to accept it first.

Every change is recorded against whoever asked for it, and every one can be reverted.

Yes. Every change to a shift — created, assigned, moved, called off, undone — is logged with who did it and when, and any of it can be reverted.

So if a Tuesday looks wrong, you can open it up and see the shifts behind the number and every change made to them.

No, and nothing has to change on day one. Arca changes what you call the agency for — not whether you can.

The number worth watching is agency hours as a share of your total hours. Most facilities go back to the table at renewal, once they have three months of that trending down.

Yes. Nothing about the schedule depends on it. Your DON keeps assigning exactly as they do today, and the schedule is right whether or not a single worker ever opens the app.

What you give up is the part that saves the phone calls — staff seeing open shifts and picking them up themselves. That side is deliberately tiny: see your schedule, claim a shift. There is not much to adopt.

It is yours. Schedules, roster, hours and the full history — ask at any point, including after you cancel, and we will get it to you.

Everything sits under one organization and narrows from there. A facility administrator sees their facility. A scheduler sees the departments they run. A worker sees their own schedule and the open shifts they are qualified for, and nothing else.

Every change to a shift carries the name of whoever made it. Nothing is edited quietly.