There are configurable options within your global settings to set certain rules that prevent a rota from being submitted or completed if the rules have been broken. For salaried staff this can check if the employees have worked more or less than their contracted hours but can also be set up for other rules.
The details of the rota variable rule settings can be found if you follow the below steps:
Click Configuration.
Click Settings then click System Settings.
Click Rota Variable Rules, here you will see the options below:
Enable Rota Rule for Pending Leave Requests, when switched to On, this setting will prevent users from completing a rota when there are pending leave requests that appear within the rota week.
Enable Rota Rule for Pending Vacant Shift Requests when switched to On, this setting will prevent users from completing a Rota when there are pending vacant shift requests that appear within the rota week.
There is also a string text box to allow the user to configure a message to be displayed if this alert is triggered.
These can be located by following the below steps:
Click Settings then click System Settings.
Click Global settings.
Search and click on Rota Variable Rules.
⚠️Warning: Please do not amend or update the two exports for ADP, if you have any queries please contact us.
Each setting is listed below:
Include Hours Additions/Deductions in Total Hours Calculation - This setting will include any rota adjustments for pay elements that are set as Hours Adjustment in the Rota Type field. Any adjustment of hours worked using this pay element on the rota will be included when calculating the hours that the employee has worked.
Include Absence Hours in Total Hours Calculation - This will include any absences that the employee has had in that week to the total number of hours worked. So, if the employee has worked 15 hours and has been absent for 5 hours then the total hours worked that week will be 20.
Only Run Rota Conflicts When Submitting Actuals - This means that the rules will not be checked when submitting a forecast rota. They will only be checked when completing an active rota.
Enforce Maximum Weekly Hours for International Students - If this is switched on then it will check the total weekly hours for any employees that are flagged as being international students. This setting allows you to enter the total number of hours that they should be under. There is also a tick box to prevent the rota from being submitted if this rule is broken. If this is ticked, then the rota can't be submitted until the hours have been fixed. If this isn't ticked, then it is possible to ignore this warning and still submit the rota.
Workers Should Not Work More or Less Hours Than in Their Contract - This rule applies to Salaried employees only and will check to see if they have worked their contract hours for that week. If they are above or below their contract hours, then the rota will not be submitted. As with the setting above, there is a tick box to say whether this rule should stop the rota from being submitted or can be ignored. In addition, this setting allows you to enter the warning message that will be displayed.
Rota Submission Rules Based on Rota Variables - At the bottom of this screen you are able to create rules that check the values of rota variables on the rota. This will check for rota variable values for all sections. It is possible to create these types of rules for individual sections. To do this go to organisation and select the section. Then click edit section and select rota from the menu on the left.
📌Note: If any Rota Variable rules have been created or enforce maximum weekly hours for international students or Workers should not work more or less hours than in their contract have been set to On then rota rule infringements will be activated on the rota.
Depending on your settings, when you try to submit a forecast rota or submit a completed rota, the system will check these rules. If any rules have been broken, then a popup screen will be displayed saying that the rota can't be submitted because there are infringements. You will not be able to submit the rota until all of these rules have been dealt with. From this popup there is a link to click which will take you to the rota infringements screen. You are then able to see these within your active rota by clicking on the Alerts tab at the top.
🤓Tip: For salaried employees these will get exported on the rota export as they are rota adjustments. If you have questions or queries, please feel free to contact us.