This guide will walk you through the different types of filters your Rota has available and how best to use them.
Why use filters?
They're a great way to manage your Rota. You can:
Change the employees you see in the Rota
Use certain actions, such as Copy, Print and Publish on filtered items
Where are the filters?
Filters are always to the left of the Rota.
If your screen is under 16 inches or your browser is zoomed in, you can access the filters by clicking on each icon.
Location filter
You can switch between your locations under the 'Location' filter:
Positions and sub-positions
One or more positions can be selected at the same time, showing the employees with shifts associated to these positions only.
If an employee has shifts associated with two or more positions, the positions that were not selected in the filters will be greyed out. There's an option to hide these greyed out shifts with the 'Hide background shifts' filter.
Display filters
Under the 'Display' section, you'll see additional filters for shifts and employees.
Shifts:
Hide background shifts: Will completely hide greyed out shifts
Hide open shifts: by default, open shifts are always displayed. If you'd prefer to hide them, tick on this filter
Hide training: You can hide any training shifts
Filter only the primary position: Combined with a position filter, the Rota will only show the main position set in the employee's profile
Group by position: Employees will be displayed by position
Freeze open shifts row: The open shift row will stay visible at the top of the Rota when you scroll down
Highlight incomplete tasks: Only shifts with incomplete tasks will be shown, with all other shifts greyed out
Employees:
All: The Rota shows all employees
Employees with shifts: Shows your employees with shifts scheduled
Employees without shifts: Shows employees without any scheduled shifts
Employees with this primary location: Show employees who have this as their primary location
Time Off:
Show: All leave bookings will be shown alongside shifts
Highlight: Shifts will be greyed out
Send to background: Leave will be greyed out
Budget:
Show budget: Here's our help guide on the budget tool
Employee search
The employee search bar is shown above the Rota.
Whatever you write in this field will be searched from the employee name and profile's notes
You can use a comma "," to work as 'or' in the search. For example, searching for "Kevin, Julia" will yield a result of all employees with the names Kevin or Julia
Separating items with '+' will work as 'and' in the search. For example: writing 'lead+CPR' will yield a result of all employees with the words 'lead' and 'CPR' in their profile (positions and notes)
People data
To create HR fields, please see this guide.
Tip: To simplify the view of the rota, administrators can use the 'Hide empty positions' filter. This hides any positions that haven't been assigned to employees.