To create a Rota you need to ensure you have created at least one department and have set up your employees. Follow these tutorials first;
Once these are done click on the 'Staff Rota' button on the 'Payroll & Employees' page.
1. Select the Trade Period you would like to create a rota for using the drop down menu or jog arrows.
The rota will initially be blank
2. Select the date, choose the employee, department they will be in, shift type, start time, end time (or 'To Finish' to hide the end time) and the hours paid. -- Times are in the format hh:mm or hh.mm
The hours should automatically calculate but it does not take into account statutory breaks -- these should be deducted.
The hourly rate is automatically imported from the employee details pay rate.
You can click the 'To Finish' button to show that an employee will work until they are not longer needed at the end of service. This is helpful for things like events or when you aren't sure what time you'll be closing.
3. When you click 'Add' the employees shift is added and displayed below in the 'Shift Rota.'
4. To edit an employee's shift click the small pencil icon.
5. You will be displayed with a pop up window with the shift details:
6. You can edit or delete employees shift details.
7. The Rota Totals shows the financial information regarding the Trade Period selected.
The Budget Variance font colour changes from red to green depending on if you have overspent on the budget or under-spent.
If your rotas are the same or similar each week you can choose a week and click 'Set As Template'
or you can choose to 'Clone Week' from a previous rota.
8. To download a PDF version of the rota click the 'Download PDF' icon.