Staff Rota

The Staff Rota has two views. Plan and publish shifts from the grid under Business → Staff Rota, and check your own shifts under Records → My Schedule. Available when the rota module is enabled for your account.

Staff Rota — planning view

The rota grid shows one week at a time, with employees as rows and days as columns. Today’s column is highlighted.

Navigating weeks

Use the < and > arrow buttons to move between weeks, or click Today to jump back to the current week. The date range for the displayed week is shown between the arrows.

Adding a shift

Click any empty cell in the grid (or the + placeholder) to open the Add Shift panel for that employee and date. Fill in:

• Shift Template — choose a saved template to pre-fill the times, or leave as – Custom Times –.
• Start Time and End Time (required).
• Location (optional, if you have multiple sites).
• Notes (optional, e.g. “Cover for John”).

Click Add Shift to save.

Editing or deleting a shift

On any shift card, tap the ⋮ (vertical ellipsis) button to reveal a dropdown with Edit and Delete options. Selecting Edit opens the Edit Shift panel — adjust any field and click Update Shift. Selecting Delete removes the shift immediately after a confirmation prompt.

Managing shift templates

Click Manage Shifts to open the Manage Shift Templates panel. From here you can:

• Add a template: fill in Shift Name, colour, Start, End, Break (mins), and optionally a Location and Description, then click Add Shift.
• Edit an existing template with the edit icon, or delete it with the bin icon.

Templates appear in the legend at the bottom of the rota grid.

Copying a week

Click Copy Week to open the copy panel. Choose a Source Week Start (Monday) (the week to copy from) and a Target Week Start (Monday) (the week to copy to), then click Copy Week. Existing shifts in the target week are not affected.

Publishing the schedule

While unpublished shifts exist, a Publish Week button appears. Click it and confirm to make the week visible to staff in their My Schedule view.

Filtering by location

If you have more than one location, a location filter appears above the grid. Selecting a location shows only employees assigned to that site.

My Schedule — staff view

My Schedule shows your own shifts. At the top, four summary cards show:

• This Week — number of shifts this week.
• Next Week — number of shifts next week.
• Hours This Week — total scheduled hours.
• Next Shift — date of your next upcoming shift (highlighted green when one is found).

A Today’s Shift card appears if you are scheduled today, showing your start and end times and location.

Upcoming Shifts lists all future shifts in date order, each showing the date, time range, hours badge, location, and any notes left by your manager.