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Adding shifts to the Rota (Web)

You can save your most frequently used shifts as templates that can be added with one click by following this guide.

Adding a new shift

There are two ways of adding a new shift to your Rota

1. For a specific employee

  • Hover your mouse on the square for a specific employee

  • Click on the + sign to add a new shift

A shift window will open. You will be able to:

1. Add the start and end time of the shift

  • You can also rota shifts with 15-minute increments by manually typing the time into the field, instead of selecting from the time picker. Eg, typing 7:45 AM or 8:15 PM.

2. A recurrence (click the Recurrence tab at the top of the shift)

3. A break

  • Multiple breaks can be added. Set the duration, whether it's paid (they're unpaid by default) and a specific start time if you'd like.

4. The position and location associated to the shift

5. Write a note for that specific shift (the note is only visible to the employee with this shift)

6. Add tasks

7. Add a resource

8. Add a premium (click the 'Premiums' tab at the top of the shift)

2. Add a shift by clicking on the 'Create' button

From your Rota page, click on the 'Create' button in the top left. You can create a new shift by selecting the date and employee, then adding all other details for the shift. To save and add your shift, click the pink 'Create' button at the bottom.

3. Draft mode and publishing the Rota

Once the shift's been added, it will be in draft mode. You can see the shift is in draft mode by the dotted lines and the pencil in the top right corner of the shift. In draft mode, the shift is not visible to the employee. To make it visible, click on 'Publish'.

  • Employees will receive an instant notification when you publish

  • If you make any changes, you'll need to publish them to alert employees

  • Published shifts appear with a solid outline and a crossed out eye (the crossed-out eye means that the employee hasn't seen it yet)

Pro tip: To minimise the number of notifications sent out, we recommend only publishing once your rota is complete.

Looking to create a shift on the mobile app? Click here

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