Staff Rota

The Employment module should be used to record your employee’s personal and contractual details. Once you have created a staff record for each employee you can record their daily shift hours on the rota in advance. At the end of each day you can make any required changes depending on the actual hours worked or record any absences.

Creating Staff Rota

On this page you can set up your weeks staff rota in advance. You will land on the current week by default but can change this to any open week. Select ‘Set to Default’ below each employee’s name, this will populate their default shifts as populated in their Staff Record. To apply all employees default hours in one go, click on the Set to Default button that is above the list of employees.

The shift name defaults to the Department name. This can be edited in the rota for a specific shift (although that will not change future shifts, they will continue to default to the department name - you can change the department name in Employment > Set Up).

All shifts will default to be paid at pay rate A (as set in the employee record) for that week. To be paid for a different shift with a different pay rate you need to add in the hours worked in addition to the normal shift in the rota by updating the hours under TBR. Click on Update. Now click on General (in red above those hours), a pop up box will appear when you can specify what rate applies to those hours.

Always select Update to save any changes.

Adding sickness/absence:

If any employee has been off sick for part of a day, or absent for any other reason, you would need to reduce their shift hours and also select Add Daily Absence at the bottom of that days column. A new page will load where you can complete the Reason, Time Absence, Sickness Type etc., then click on Add Absence. This will be displayed above the hours on that day.

For adding annual leave, click on Add Daily Absence, select the reason as annual leave paid (for example), the time absence field will automatically populate with the hours for that employee for that day, now click on Add Absence to save.

For adding weekly absence, click on Add Weekly Absence and follow the same steps as above.