> ## Documentation Index
> Fetch the complete documentation index at: https://camp-site.co.uk/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Rota management

> Build rotas, assign shifts, publish, and import from Google Sheets.

Rota management is for org admins and authorised managers. Staff use the [staff rota guide](/docs/features/scheduling/rota).

## 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.

## Shift lifecycle

| State           | Meaning                                          |
| --------------- | ------------------------------------------------ |
| Open slot       | No assignee; staff can claim                     |
| Awaiting accept | Assigned on a published rota; member must accept |
| Confirmed       | Member accepted, or open slot claimed            |
| Completed       | Shift end time passed (logged automatically)     |

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

## 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`).

## 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.

## Admin oversight

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

## Tips

* Publish before reminder lead times so staff get timely alerts.
* Align [departments](/docs/admin/departments) before multi-team rotas.
* Review [notification defaults](/docs/admin/notification-defaults) alongside your publish cadence.