Improve field-based service performance and profitability and provide a better quality of service with OptifAI.

Automated field-based scheduling

World-class artificially intelligent algorithms match field-based workers to client-centric timeframes, skills, qualifications and equipment requirements, enabling organisations to determine and deliver the highest standard of field-based services to their clients anywhere in the world.

Schedule solutions can be rerun at the touch of a button to adapt to change. OptifAI can rerun a solution if a client cancels or adds an appointment: as of tomorrow, or in the future, or if a client temporarily increases or decreases their requirements, puts their services on hold or cancels their contract.

Why OptifAI?

OptifAI is easy to use and saves hours of manual labour creating and maintaining schedules to meet service user’s requirements. It is fast, efficient, flexible and most importantly it is responsive towards business needs.

You can rely on OptifAI to deliver:

  • Significant service delivery cost savings: More efficient schedules reduce labour and travel costs in the field, enabling you to take on more business without the expense of additional staff
  • Enhanced service levels: Ensuring the right skills and characteristics are in the right place at the right time ensuring organisations deliver the highest level of service
  • Increased productivity: Boost efficiency and staff utilisation levels
  • Administrative efficiency: Save hours of manual scheduling freeing up staff to fulfil other administrative tasks such as reviewing and creating service plans, delivering a better return on investment on their wages
  • Improved wellbeing and employee satisfaction: Design schedules that support employees’ health, safety and work-life balance
  • OptifAI was developed in collaboration with the University of Nottingham through a Knowledge Transfer Partnership. Years of research and development have resulted in a tool that helps organisations become more efficient and profitable in field-based workforce scheduling

How it works

Scheduling criteria

OptifAI uses eight different criteria to schedule workers to visits:

Continuity of service

Maximises continuity by allocating workers to clients they have previously visited

Worker quantity

Minimises the number of workers required to fulfil the visits, reducing the number of workers needed by the service provider, freeing up resources to fulfil new contracts

Preferred requests

Maximises the fulfilment of preferred requests by assigning workers with the relevant skills and characteristics to accommodate as many of the clients and service providers’ preferred requests as possible

Worker preferred working areas

Maximises the assignment of workers within their preferred working area

Reduce costs

Minimises operational costs by reducing mileage and by using the cheapest worker option to fulfil the visit requirements

Worker area availability

Minimises the allocation of workers outside of the areas they are available to work


Minimises travel time and distance between client visits to reduce travel costs

Worker time availability

Minimises the allocation of workers outside of their available working hours

Each criteria’s importance is weighted to reflect business goals, which results in different schedule outcomes.


Preconfigured scheduling templates

Working in partnership with industry-leading experts and our users we have created seven preconfigured scheduling templates.

Each template matches mandatory visit requirements as a priority and then uses a preconfigured set of criteria to meet business objectives.

1. Worker utilisation and operational costs – Use fewer workers and increase profit margins
2. Continuity of Service – Establish great relationships with clients
3. Preferred Requests – Accommodate as many non-mandatory requested requirements as possible
4. Quality of Service – Accommodate as many of non-mandatory preferred requests as possible using the same workers
5. Profit – Reduce costs and maximise profit
6. Worker Satisfaction – Improve working conditions and create loyal workers
7. Balanced – A balance between delivering quality of service and worker satisfaction

Tailored scheduling templates

If business goals are not met with one of the preconfigured scheduling templates, users can easily create their own. Users select two to five of the eight criteria and allocate them an importance level according to their organisation’s objectives.

OptifAI results

Each template produces a different solution depending on the selected scheduling criteria. OptifAI’s inner logic prevents it from producing unrealistic solutions, however, the human coordinator is always in control and may quickly fine-tune a schedule, either manually or by making changes to the client or worker data.

The OptifAI engine also generates statistical information about its scheduling solutions including, but not limited to, how many visits OptifAI covered in comparison to any existing schedules, costs, profit, travel times and distances, continuity of service and compliance with working regulations.


  • Tailored to the organisation’s objectives and values
  • Improves performance and profitability while helping provide a better quality of service
  • Maximises bottom line
  • Consistent and unbiased decisions which are based on business objectives 
  • Doesn’t have a bad day, go on holiday or call in sick
  • Can work around existing visits that do not want to be changed
  • Easy comparable solutions – OptifAI allows users to check and compare different scenarios while forecasting profits, continuity of service, travel and other metrics
  • Ensures compliance with the European Working Time Directive, Working Time Regulations, corporate policies and more
  • Avoid penalties for noncompliance
  • Ensure compliance with clients’ booking constraints to prevent damage to business reputation from compliance failings
  • Saves hours of manual scheduling
  • Make fast emergency adjustments 
  • More efficient coverage
  • Flexible scheduling for different geographic areas
  • Minimise travel time
  • Flexible schedule management – Users can partially adopt a proposed solution
  • The care coordinator  is always in control – The AI enhances care coordinator  scheduling abilities, it does not necessarily replace them

Learn more about OptifAI and how it can streamline your business

Get in touch

OptifAI has achieved a massive 29.4% increase in productivity to our business. Our problem was inefficiency and no time to deal with it.  OptifAI has given us more time to plan and deliver a great service. The business case for OptifAI answers itself, in how much time we’ve saved of that 80% roster time, in all honesty OptifAI has flip reversed it, we have gone from an 80/20 roster service management to a 20/80 the other way round.
Andrew Taylor | Director of Business Development - TuVida
OptifAI has empowered me to expand my start-up home care business at a much faster rate, freeing up my time to work on the business, rather than in it.
Emma Culley | Rest Assured Homecare (UK) Limited
OptifAI has been an excellent tool during the Covid-19 pandemic. It made scheduling rotas quick and simple and was easy to manage remotely by our homeworkers
Connie Lally | KITE Manager, Department of Adult Social Services and Public Health Richmond and Wandsworth Councils
The mobile workforce problem, is this a real-world issue that needs to be resolved? If biology is the study of life, ‘mobileworkforceology’ is the study of how to deliver services across many locations, on time, while ensuring we are still person-centred and focused on quality.
Rodrigo Pinheiro | NDGAI
The scheduling solutions produced by OptifAI have allowed us to effectively and efficiently utilise staff within our newly agreed working day, meaning we can provide more care in fewer hours. OptifAI offers us a more effective and efficient scheduling solution to support the evolution of our reablement care services and our new staffing structure. OptifAI has empowered us to improve our employee satisfaction as our carers are now limited to the amount of time they spend travelling between client bookings. Not only has OptifAI made our schedules more efficient but it has also reduced our time spent rostering by half, freeing up the coordinator’s staff time to complete other tasks, making us more efficient on the administration side too.
Paula Snow | Cheshire West and Chester Council