The rota functionality offers you a number of options regarding how to create it.
The 5 ways to build a rota are:
- Copy Rota
- Drag and Drop
- Right-Click & select Applicable Shifts
- Add Shift
- Day View
& remember to Save the rota before you exit it.
The written instructions mirror the training video. Use either as needed.
Navigation: Log In > Select Rota.
Select your venue/department or search for your venue/department in the Department line > select View Rota.
You are now on the rota overview page for your chosen venue/department.
(1) Copy a Rota
From the rota overview page you have access to all past, the present, and all future rotas belonging to this venue/department. Every rota listed can be viewed (select the View Rota button) and copied. To copy a rota select the Copy Rota button.
This will bring up an overlay window. Here select the week that you want to copy the rota onto > then select Create.
Note, that weeks for which a rota already exists are greyed out. Weeks that do not yet have a rota in place stand out in black and can be selected. If you want to replace a rota with a copied rote first delete the rota (by navigating into the rota: select View Rota > select Delete) you no longer want, and then copy the rota onto that week.
(2) Drag & Drop Shifts
Select View Rota (for a rota that was already created) or Build new Rota (for a new rota you are creating).
If staffing levels were set up, then we find shift boxes at the bottom of the rota. Simply drag and drop a shift into the rota column above it. All staff that are available and who are allowed to perform the type of shift will highlight in green. Staff not allowed to perform this type of shift will remain in light grey.
Note, that the shifts belong to a specific day. You can only assign shifts listed below a day to that specific day. In other words, all shifts listed below, i.e. Wednesday can also only be assigned to staff on Wednesday. You cannot assign a Wednesday shift to any other day of the week; shift columns are discrete.
However, Day Off and Time Off types can be dragged and dropped onto any day of the week, for as many days as you chose, and for however many staff members you need them for. Day Off and Time Off types are not limited or discrete.
(3) Right-Click the Available tile
Alternatively to drag and drop. right-click any Available tile. This will bring up an overlay window. Hover over Shift. Now, you can either select a shift from the role types or create sh shift from scratch (select New).
Note, that the role types available always reflect the role types a staff member is allowed to work; just like the open to drag and drop shifts only allows you to drop shifts onto staff members who are allowed to perform the shift.
To create a new shift, right-click the available field > select New.
This will bring up an overlay window. Here you specify the role type, start and end of the shift, then select Update.
(4) +Add Shift
At the bottom of the rota column is a +Add Shift button.
If you select this, and overlay window will appear. Here specify the shift parameters, i.e. role type, and select Update.
Note, that the newly created shift will now feature at the bottom of the rota and will still have to be assigned to a staff member, i.e. drag and drop or right-click.
(5) Day View
From the rota page, select the date at the top to view the day on its own.
This will bring up the day view. Here you can assign shifts using drag and drop, and right-click as on the week view. To return to the week view select Week View. Always Save as Open before returning to the week view or you lose your changes.