Creating a Regular Rota

Building Your Weekly Schedule

The Rota section is where you create, manage, and publish your team's work schedule.

Understanding the Rota Views

The rota page has several tabs:

• Schedule – Grid view showing shifts by time and day, organised by location
• Staff – Employee-focused view with each person as a row
• My Rota – Your personal shift view
• Templates – Reusable shift patterns (if enabled)
• Swaps – Manage shift swap requests

Creating Shifts

1. Navigate to the Rotas section
2. Select the week you want to schedule
3. Click Add Shift or click on the grid to create a new shift
4. Fill in the details:
   • Day – Which day of the week
   • Start Time and End Time
   • Employee(s) – Assign one or more employees
   • Location – Where the shift takes place
   • Colour – Visual colour coding
5. Click Save to create the shift

Publishing the Rota

Shifts start in Draft mode. Staff won't see them until you publish:

1. Review all shifts for the week
2. Click Publish
3. All assigned employees will be notified of their schedule

You can unpublish a rota to make further changes, then re-publish.

Conflict Detection

The system automatically highlights conflicts such as:

• Employees assigned during their approved leave
• Overlapping shifts for the same employee
• Insufficient rest time between shifts