Need to add the same time off booking to several employees? You can make a group booking from the Rota.

This is particularly useful for company shut downs, additional days around Christmas and holiday periods and training days.

Note: If you have employees who work across multiple locations, there are a couple of extra steps to make sure the time off is only created once for each employee.

Group bookings are created based on the filters that are active when you create them.

This includes filters such as:

So before creating the time off, check that your filters include the employees you want to add it to.

3. Enter the date, select the leave type, then click Next:

4. Select Manual and set the length of the time off, then click Next:

5. You'll see a summary of how many employees are included in your group booking. A warning will also show if the time off clashes with any shifts:

6. Click 'Submit' to confirm the booking. The leave will be added to the Rota for the employees included in your selection.

If an employee is assigned to multiple locations, you'll need to take extra care when creating group bookings.

To make sure each employee only gets the time off once, select Employees with this main location when filtering the rota.

For example, if your organisation has six locations, you'll need to create the bulk time off six times — once for each location — using the Employees with this main location filter.

If you don't use this filter, the time off will be created for every location assigned to the employee. That can result in the same time off being added more than once.
​

If you're adding public holidays regularly, you can also set up automatic public holidays. This means Rota & Time Clock will create them for you each year, so there's one less thing to remember.

See Setting up automatic public holidays for more information.