Rota & Time Clock makes it quick and easy to rota training for your employees.
Add a training shift
Scheduling training shifts helps keep employees informed, while clearly distinguishing these sessions from regular shifts.
To create a training shift:
Head to the 'Rota' page
Click on 'New shift' against the specific employee and date
Select the 'Training' option on the left hand side
Enter the start and end times
Select the position
Enter any other relevant information (break, tasks, etc.)
Add any relevant training documents
By default, the 'Auto clock' option will be selected. If you want your employee to clock in and out, untick the box.
Click on 'Create'.
Note: If the 'Training' option isn't visible, make sure you expand all available fields and check advanced settings. Check your account permissions allow you to add specialised categories like "Training." If you're using the web app, refresh the page to load all options.
The shift will have the word 'Training' in the Rota, so you and your employees can easily spot planned training.
Any other employees with the relevant permission can also view these training shifts to help co-ordinate your team.
Disabling auto-clocking for training
Administrators can switch off this default setting:
Head to 'Settings'
Select the 'Scheduling' from the submenu
Click (or scroll to) 'Shift settings'
Toggle off 'Training shifts are automatically clocked in and out'
Click 'Save'.
This way, training shifts will not be automatically clocked in/out and your employees will have to manually clock their time.
Add training documents
There's the option to add documents from your Team library to make all training documents easily accessible.
When creating a training shift, under the 'Documents' section, click on 'Add', then select the document(s) you wish to attach and click on 'Select'.
They'll be added to the shift, meaning the employee can access them directly via their Rota.
For more information on shared documents, please see our guide here. this article.
Adding a training shift to the timesheet
To add a training shift to an employee's timesheet:
In the employee's attendance sheet, click on the '+' on the specific day to add a time entry.
Select the 'Training' option
Enter start and end times
Enter breaks if needed
Confirm location and position
Click 'Save'.
The time entry marked 'Training' will then appear in the employee's timesheet.
Export training with payroll
It is possible to add the code corresponding to your training shifts to your payroll integration parameters, in order to export them to your payroll system.
To do this, an administrator must go to the 'Settings' tab, then select the 'Integrations' submenu and click on the integration to manage the settings.