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Rota management is for org admins and authorised managers. Staff use the staff rota guide.

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Building and publishing a rota

From Rota in the sidebar:
  1. Open Build rota to create a rota, set draft or published status, and manage roster members.
  2. On Schedule, add shifts on the week grid (assign staff, role label, times). Leave assignee empty for open slots.
  3. Review the Build rota checklist (open slots, shifts awaiting accept after publish).
  4. Publish the rota when ready. Assigned staff receive notifications to accept or decline each shift.
Draft rotas stay visible to editors only until published.

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Shift lifecycle

Swaps and unassign requests use Requests & swaps with peer accept (swaps) and manager final approval.

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Staff availability

Grant the Submit rota availability permission to roles that should set weekly availability (under Admin → Roles). Managers see availability hints when assigning shifts. Configure policy links from Rota settings (/rota/settings).

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Google Sheets import

Bulk import helps when schedules are planned externally first. After import, shifts appear on the grid and follow the same lifecycle after publish. Connect Google at Admin → Integrations before importing.

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Admin oversight

Admin → Rota shows coverage metrics and links back to the shared /rota grid. Org timezone and import history live under Rota settings.

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Tips

  • Publish before reminder lead times so staff get timely alerts.
  • Align departments before multi-team rotas.
  • Review notification defaults alongside your publish cadence.