Staff Rota

The Staff Rota in Forkto lets you plan your team’s work schedule on a weekly calendar. Admins build the rota and publish it, and employees can view their own schedule from the My Schedule page.

Overview

The rota is a weekly calendar grid with employees listed down the left and days of the week (Monday–Sunday) across the top. Today’s column is highlighted. Each cell can hold one or more shifts for that employee on that day.

At the top you’ll find:

• Week navigation — previous/next arrows and a “Today” button to jump to the current week.
• Location filter — if your business has multiple locations, filter the rota by location.
• Manage Shifts — create and edit reusable shift templates.
• Copy Week — duplicate an entire week’s schedule to another week.
• Publish Week — make the schedule visible to employees.

A legend at the bottom shows all your shift templates with their colour codes and times.

Setting Up Shift Templates

Before scheduling, create reusable shift patterns:

1. Click ‘Manage Shifts’.
2. Click ‘Add Shift’ and fill in:
   • Name (required) — e.g., “Morning Shift”, “Close”.
   • Start Time and End Time (required).
   • Break Duration (optional) — in minutes.
   • Colour — pick a colour for visual distinction on the calendar.
   • Location (optional) — restrict this shift to a specific location.
   • Description (optional).
3. Save. The shift template is now available when assigning shifts.

Assigning Shifts

To add a shift to the rota:

1. Click on any empty cell in the calendar (the intersection of an employee row and a day column).
2. A form opens with the employee and date pre-filled.
3. Select a shift template to auto-fill the start and end times, or enter custom times.
4. Optionally add a location and notes (e.g., “Cover for Sarah”, “Training day”).
5. Save. The shift appears as a card in that cell.

You can add multiple shifts for the same employee on the same day.

Editing and Managing Shifts

Click on any shift card to open the dropdown menu where you can:

• Edit — update times, location, notes, or status.
• Delete — remove the shift.

Shift statuses include: Scheduled, Confirmed, Completed, No-Show, and Cancelled.

Copying a Week

To replicate a week’s schedule:

1. Click ‘Copy Week’.
2. Select the source week (the week you want to copy from).
3. Select the target week (the week you want to copy to).
4. Confirm — all shifts from the source week are copied to the target. Existing shifts in the target week are not affected.

Publishing the Schedule

Shifts are created as drafts and are not visible to employees until published.

1. Click ‘Publish Week’.
2. Confirm when prompted.
3. All draft shifts for that week become visible to employees on their My Schedule page.

My Schedule (Employee View)

Employees see their own schedule at My Schedule in the sidebar. This shows only published shifts assigned to them — they cannot edit or create shifts.

Auditor Access

Auditors cannot access the rota or My Schedule features.

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Use the rota to plan ahead, copy repeating schedules week-to-week, and publish when you’re ready for your team to see their shifts.