Staff Rota

The Staff Rota Manager screen allows you to track and manage the shift patterns for your Staff. To access the Staff Rota Manager screen, click on Staff > Rota Manager.

In order to view the Rota Manager screen, you will need the permission Staff - Rota View. There is also the permission Staff - Rota View (Available to Staff only) and this will only give the user permission to view Staff Rotas that have been set as shared.

In order to edit the Rota Manager screen, you will need the permission Staff - Rota Edit.

In order to print Staff Rotas, you will need the permission Staff - Print Rota.

TABLE OF CONTENTS

• Configuring the Rota Manager
• Adding a Rota and Shifts
• Viewing a Rota and Shifts
• Editing a Rota
• Master Rotas
• Printing Rotas

Configuring the Rota Manager

There are a number of ways to change the information displayed on the Rota Manager. 

To edit the days that appear on the Rota Manager, click on Options and then from the dropdown select Edit Days Shown. This will bring up a window where you can then use the toggle buttons to select/deselect which days you wish to appear on screen.

You can also edit the duration and break times, as well as the title and start time for each shift by clicking on Options and selecting Edit Shift Patterns. This will bring up a window displaying each shift pattern on your system. To edit the details for a shift pattern, click on the corresponding notepad icon, make any changes needed using the fields that appear and then click Save.

You can also add and delete shift patterns from this window by clicking the Add button to then add a new Shift Pattern, or delete an existing Shift Pattern by clicking the notepad icon for it, and then the red delete button.

Finally there is the Rota Options button, which allows you to specify the colour scheme for the following areas:

• Early Start
• Shift Leader
• Induction
• Absence
• Holiday

Anytime these settings are applied, the colour selected will be the colour of the Staff member involved.

Adding a Rota and Shift Patterns

To add a rota, once on the Rota Manager screen click on the blue Options button in the top right. From the dropdown, select New Rota. 

This will bring up a window where you can input the initial details for the rota, including the Title for the rota, Start and End Date, Location, specify whether the rota being created is a Master Rota or not using the toggle, and select a colour for the rota using the Rota Colour field. To learn more about the Master Rota function, please refer to the chapter in this article labelled 'Master Rotas'.

Then, add in the shift patterns for the rota by clicking on Add Relevant Shift Pattern, and selecting the relevant shift pattern.

Note:
To add, delete and edit which Shift Pattern templates are available on your system, click on Options and from the dropdown select Edit Shift Patterns. All existing Shift Patterns will appear in a window with a notepad icon, click this to edit the existing shift pattern. To add a new shift pattern, click on the Add button

Once you've done this, be sure to add in the number of staff required for each shift pattern using the Staff Required field.

Once you've added in all of the details, click on the blue Save button.

Note:
If the rota you have just created is not for the week that you are currently viewing, you will need to use the date options in the top right to select the relevant week to view the new rota

Provided you are viewing the days for the rota, it should appear on the screen. 

The shift pattern will display with a number in brackets showing the number of required staff for each shift, so for example if the number of required staff was set to '2', the shift will appear on the rota as '(0/2)'. Click on the plus symbol next to each shift to add staff to the shift. 

In the window that appears you can use the filters to narrow down your staffing options, including a Training filter which uses any Staff Training records to help filter your search, useful for acknowledging any Essential Staffing Requirements. You can also specify by if the staff member has a driving licence, are external/agency staff, and if they have access to a car. 

Once you've found the staff members you wish to add to the shift, use the arrow icon. 

Note:
You can add the same staff member to the same shift as many times as is necessary

When you click on the arrow icon, this will bring up a new window where you can input the details for that individual. Set the start and end time for their shift, and if necessary, a specific room based on the location given when initially setting up the rota.

To delete a Staff member from a shift pattern, click on their name in the rota, and then the red Delete button.

In the next section, specify if the staff member is Not Required, Shift Leader, and/or if this is their Induction shift.

If the Not Required toggle is selected, the staff member's name will appear with a strike through.

If the Shift Leader toggle is selected, the staff member's name will appear in blue and bold letters.

If the Induction toggle is selected, the staff member's name will appear in green.

There are then 8 other options to provide further details regarding the staff member, listed below:

When any of these toggles are applied to a staff member, the corresponding icon will appear next to their name on the rota. 

Below these toggles is the Students Allocated section. Any students linked to the individual will be listed here. To link students to a staff member on the staff rota, click on the Link Student button at the bottom of the window, use the filters and the dropdown to select a learner, and then press Select. 

To unlink a learner to a staff member, click on the trashcan icon found in the Students Allocated section.

At the bottom of this window will be an Audit Log showing all of the changes made to the shift since it was created.

Note:
You can also duplicate the shift patterns for a given week, by clicking Options and then selecting either Duplicate Week to new Rota, or Duplicate Week to another Week. 

Duplicate Week to new Rota will duplicate the shifts to either a new rota, or to an existing one depending on the option you choose

Duplicate Week to another Week will duplicate the shifts to another week, but remain in the same Rota

Viewing a Rota and Shifts

Once on the Rota Manager, you can use the date options in the top right to specify which week you wish to view. Use the calendar icon to revert back to the current week. 

Note:
The 'Week Available' toggle button is used to set when a rota is available to other staff members. If the checkbox here is unticked, the rota won't be accessible for any Staff members with View access. Clicking on this toggle will highlight it green to indicate the rota is available for that week

All of the shift patterns set up for the week selected will appear underneath with the relevant Staff members listed also. Underneath this, there will be a breakdown of the Contracted Hours and Contracted Sleep Hours for all of the Staff members on the rota. 

To configure the contracted hours and the contracted sleep hours, go to the Work tab of a staff record, and click on their Job Title. In the window that appears, you'll see the Rates section, which is where the contracted hours are configured in the Contracted Hours field.

Below this, in the Sleep section, you'll see the Contracted Sleeps field, which is where you set the number of contracted sleep hours.

The Rota Manager will automatically calculate the number of hours they have been set in Shift Patterns and display the total hours applied against the total hours contracted.

When a Rota has more than one staff member recorded on it, you can then swap shifts between staff members. To do this, click on the name for one of the Staff members you wish to switch, and in the window that appears click on Swap Shift. Then, click on the name of the staff member you wish to switch shifts with. The change will then be applied.

Note:
Any icons that have been set against a staff member's shift, (for example the 'On-call' option or the '1:1' option), these properties will remain on the shift they were first added to, and will not move when a shift is swapped.

Rota Widget

The widget 'Staff - Staff Rota' is a useful widget that you can use to view your own or other staff member's rotas (permission pending). 

Use the dropdown to select the staff member you wish to view the rota for, and use the date selector to specify the day you wish to view.

As a default, this widget will show the rota for yourself, for the current day.

Underneath this will appear the Shifts for that individual for the week (depending on how many days you have included when setting up the Rota, you may see Monday to Sunday, or Monday to Friday, for example).

You can print the Rotas displayed in the widget by clicking the blue Print Rota(s) button.

Editing a Rota

To edit an existing rota, select the rota you wish to change, and then click the blue Options button. From the dropdown select Edit Rota Details. This will bring up the window displaying information for the Rota, which you can now edit.

Master Rotas

Master Rotas are used to create templates that you can quickly apply to different weeks, saving you time if you are creating rotas that don't change much week to week.

To create a new Master Rota, click on Options on the right, and then New Rota (in much the same way that you would add any rota). 

In the window that appears, there is a toggle option labelled Master Rota. Click this option to specify that the rota you are creating is a Master Rota. 

When you select this toggle, an additional field will appear in the window labelled 'No. Weeks'. You can then select how many weeks you wish the Master Rota to span, from 1 to 4.

You can also edit an existing rota and change it to a Master Rota. To do this, select the rota you wish to edit from the selection at the top, and then click on Options on the right, and then select Edit Rota Details. 

From the window that appears, you then simply need to select the toggle labelled Master Rota. 

To view any Master Rotas on your system, click on Options on the right, and from the dropdown select Show Master Rotas. They will now appear along the top of the screen. To hide the Master Rotas, click on Options again and then Hide Master Rotas.

To copy a Master Rota, select it from the list at the top, click on Options on the right and from the dropdown select 'Duplicate Week(s) to new Rota'. 

A window will appear, where you can then give the new Rota a title, input the Start and End date for the new rota, and then click 'Duplicate'. The new rota will have been applied to the dates selected.

Printing Rotas

To print off a rota, select the rota you wish to print along the top, and then click on Options on the right. From the dropdown, you then have multiple print options: