You can manage your rotas as an administrator or manager and easily make any changes to your rotas if your team's plan change.
Create a rota
To create a rota, follow the below steps:
Click My Team then click Team Rotas.
Click Add Rota then select the necessary
Click the Start Date.
There is an option to copy all data from the previous week's rota, this copies all employee's rota shifts to the current rota.
Click Add.
Delete a rota
To delete a rota, follow the below steps:
📌Note: You need the Rota - Admin Menu permission in order to follow these steps.
Click My Team then click Rotas.
Click into the rota you need to delete.
At the bottom of the screen, select Advanced Functions.
Click Delete Rota.
Re-open a rota
📌Note: To be able to follow these steps, you need permissions to Advanced Functions. If you don't have access, please reach out to your manager.
If you can't re-open the rota, you need to run batch updates.
To re-open a rota, follow the below steps:
Click My Team, then click Rotas.
Click into the rota week to be re-opened.
At the bottom, click Advanced Functions.
Click Re-open rota.
Complete a rota
To complete a rota week, each individual day also needs to be completed. If a message appears that says, Unable to complete, complete all proceeding days, check all previous rota days have been completed. Then proceed with the current week.
Complete a day
To complete a day, follow the below steps:
Click on My Team then click on Rota tab.
Find the relevant rota you want to complete a separate day for then click into the day.
Complete all subsections, if there are any.
Scroll down to the subsection you want to complete.
Click Subsection.
Click Complete Day.
Complete a week
To complete a week, follow the below steps:
Click on My Team then click on Rota tab.
Find the relevant rota then click into the relevant rota.
Click on Complete Week.
Copy rota from previous week
When you are adding a rota, you can select copy previous rota which will copy all the shift times for all employees from the previous week's rota.
However, if you select this and if you have a new starter, they won't appear on the rota as you have copied all data from the previous rota. So, you would need to either untick that employee from showing on the rota and then ticking them to show or delete the rota and re-add this.
Un-terminated employee showing as finished on the rota
If you have un-terminated an employee and they still show as Finished on the rota, try to refresh their rota information.
If this didn't work, please contact us.
Set up the weather forecasts to appear on the rotas
You can set up the weather forecast to display on your rotas however this will require the support team to enter the location coordinates into the database for each section you wish to have the forecast display for on the rota screen.
📌Note: Contact us, providing the post code or coordinates for each site and the title of this article and the support team can then look to configure this feature for you. If you would like to find the coordinates yourself, this can be done by entering in your post code into a search engine followed by longitude and latitude.
Add adjustments to the rota
📌Note: You need the permission Rota Adjustment added to their post or role before you can follow this article. You need to speak to your superuser to have this added. Once this permission has been added, you need to run a batch update.
As a manager, you can add overtime adjustments by following the below steps:
Click My Team then click Rotas.
Click into the required rota then into the rota day and find the rota in question.
Next to the employee's name, click Adj.
Add adjustments to the rota as required.