How We Helped a Leading Care Home Group Save 7 Days on Payroll Processing

Excelcare owns and operate 33 homes across the country. With over 3,000 employees, much of the success of Excelcare has been down to the excellent relationships that have been fostered with the staff over the years.

The Problem


Excelcare was operating a manual time and attendance system, relying on staff to sign timesheets at the start and end of their shifts. The records were then collated by management for payroll. All rotas and shift changes were created manually, resulting in a time consuming and expensive procedure which left Excelcare open to errors.

To mitigate the errors and to streamline the process, Excelcare wanted a solution that could automate much of this work. Excelcare quickly established that it required a system that could be configured to its bespoke working patterns and contractual rules to make it as easy and possible for the team

The Solution

Initially starting out on a 6-month trial, we implemented iTime into a handful of Excelcare’s key sites. During the
implementation, we worked closely with Excelcare’s project management team to understand the company’s bespoke requirements for the system.

We quickly produced a full system specification which was then configured to meet the exact needs and demands of the system. The trial results for Excelcare were striking and led to iTime being installed to all 33 care homes over the following 18 months.
A key result for Excelcare was the rota management system, which provides early warnings to managers of any potential staff shortages or any shift anomalies. This has meant it has been possible to find suitable cover internally, rather than automatically hiring expensive agency staff.
To make the implementation as easy as possible for the 3,000 employees, Excelcare installed biometric readers, eliminating the need for additional security cards or fobs 


  • Payroll processing times
    reduced by 7 days.
  •  Integration with SAGE Payroll.
  •  Reduced the need for agency
    staff, cutting costs and rota
  • Clear copies and audit trail on
    the system for HMRC & CQC



“The beauty of the Intelligent Time product is that it can mimic the manual operating procedures in an electronic format. It is a very flexible system which can be configured to our specific requirements, is user-friendly towards non IT professionals and has the ability to adapt to the changing needs of the business as we grow.”

Osa, Head of HR & Payroll, Excelcare 


Download the full case study here