Rota Planning. Saving hours of your time every month planning & communicating rotas with staff

Transcription

1 Rota Planning Saving hours of your time every month planning & communicating rotas with staff

2 Rota Planning With BrightHR, you can save hours of your time every month planning & communicating rotas with staff. Rota Planning Rotas can be accessed through the Dashboard, this tile will be available to all users. What they see will be dependent on user level. What can rotas do? Rota Planning will enable you to: Create multiple rotas for different teams and employees Add shifts for employees with varying times including night shifts Manage shifts including removing, adding & amending times & day of employee s shifts Publish the rota when ready, for staff to view online Employees can see upcoming rotas & Shifts Notifications to employees when the rota has been published Notifications for changes to shifts & rotas Create multiple weeks 2 brighthr.com

3 Creating the Rota Add the Name - This can be anything, but remember employees will also see this when the rota is published. Set Start Date - The start date will determine the date the rota starts, and will create a 7-day rota from that date. Adding additional weeks - Once the rota has been created additional weeks can be added- the dates will be calculated from the start date. Timescales - The rota day timeframe is for a 24-hour time period, the bar enables you to easily navigate to the correct timeframe you wish to view. Adding Shifts You can create shifts and assign to multiple employees Select time the start and end time will determine the length of the shift Night shift - If you wish to create a shift that spans 2 days then select the end time in the secondary box and the shift will be created over 2 days Select the employee(s) you wish to add using either the search box or teams Updating Shifts Change the start & end times of an employee s shift Change the day of the shift 3 brighthr.com

4 Adding Additional Weeks Additional weeks can be added & removed from a Rota Only a Rota that hasn t been published can have additional weeks added to it. Meaning if a Rota is published then you cannot add any other weeks to it. We advise planning how many weeks you wish the rota to run for before publishing it. Action Published Rota Past Current Future Add Week No No No Remove Week No No No Publishing a Rota When a rota is first created it will be in a draft state meaning only you can see it. This is to enable you to plan your rotas and move employee shifts whenever you want without anyone else seeing it and causing unnecessary questions. Once the Publish action has been selected the rota will be visible for the employees on that rota to view. Notifications What notifications are sent? Once a rota is published it will send a notification to all employees that have been added to the rota that it is now available to view. Action Unpublished Rota Past Current Future Other notifications that are sent If a shift is removed or added to a published Rota then the affected employee will be notified Add Week Yes Yes Yes Remove Week Yes Yes Yes If the time or day of the shift is changed then the employee will be notified Notifications are sent: Permissions - Who can do what? Administrators & Managers - Any user with these permissions can: Via the mobile apps Alerts on the web Dashboard Create Rotas View all Rotas Add/Remove/Update an Employee s shift Amend any created rota What do employees see? Employees will see the rotas they are scheduled to work on. Currently they will not see any other rotas that they are not assigned to. Employees cannot create rotas. 4 brighthr.com

5 Mobile What you can see on mobile The mobile apps enable you and your employees to see their shifts on the go, get instant updates when rotas are published and check their next shifts. View the Rota The rota view will show who else is working on a rota. The mobile app is the best way for your employees to know what shifts they are working then and check any changes. Once a Rota is created & published your employees will receive a notification that the rota is available. Skip between Current Rotas & Older Rotas Employees will receive notifications when they re added to a rota and whenever a rota is changed. They can check their upcoming shifts, see their next shift & view any current or past rotas they have been added to. 5 brighthr.com

6 For more information on Rota Planning Visit BrightHR