What this tab controls
A staff member who cannot manage the rota sees a simple My shifts view instead: their own upcoming shifts, a Request swap or cover button on each, and the requests they are part of.
Assign a shift
1
Open the Rota tab
Choose Week or Month, and By person or By department. Use the arrows to move between periods.
2
Select a slot or a shift type
Click an empty slot for that day and person, or New shift to pick anyone. Choosing a shift type fills in the hours for you; you can still adjust them.
3
Assign and save
Pick who it belongs to — or leave it Open (unassigned) for someone to claim later — and save. The shift appears on the rota immediately, and the person gets a notification.
Build a repeating pattern
Instead of assigning the same shift week after week, create a shift type once, then a pattern that says which days it repeats on and how far into the future to generate it. The tab shows how many shifts a pattern will add before you confirm. Running it again later only adds what’s missing — it never duplicates a shift already on the rota. Copy week duplicates a whole week’s rota to another week in one step, for the whole team or one department.Request and approve cover
1
Ask for cover
From your own shift, or a colleague’s if you manage the rota, select Request swap or cover and add a reason.
2
A colleague accepts
Anyone the request was sent to — or anyone at all, for an open request — can accept it from Cover & swaps. Accepting does not move the shift yet.
3
A manager approves
Only once a manager approves does the shift actually reassign. Approving or declining notifies both people.
Coverage rules
Set a minimum headcount for a department or role during a time window — for example, at least two people on Front Desk between 9:00 AM and 5:00 PM on weekdays. The Rota tab flags any window that falls below the minimum, and separately flags a person booked onto two overlapping shifts.A shift fills in a day that has NO working hours set at all — it does not add to a day that already has some. If a person has no Availability schedule covering a given weekday, a shift assigned that date makes them bookable for exactly the shift’s hours. On a day they already have a working-hours schedule — even a narrow one — an extra shift on that same day changes nothing about what can be booked; their regular hours are what’s offered. To make someone bookable for LONGER on a day they already work, widen their Availability schedule for that day instead. A service line that never uses shifts sees no change.