Rota: set up your staff rota
Included with Viremail Business. Locations, job roles, shift templates and a rota everyone can see.
Rota is where your team's shifts live: who works when, where and in which job. It sits on the app bar under the office apps, for businesses where Rota is switched on.
Rota is in early access for Viremail Business. If you don't see it yet, it will appear when it is switched on for your business.
Set it up once
- Open Rota, Settings, Places and roles and add a location. Its time zone sets every shift time there, and its country and region set the public holidays.
- Add job roles, such as Barista, Kitchen or Supervisor. Each has a colour on the rota.
- Under People, give everyone their job roles and contract: hours a week, days a week and the most hours they may work. Everyone with a mailbox in your business can be on the rota.
- Under Shifts and patterns, add shift templates you use often, like Opening, 07:00 to 15:00, with how many people it needs and its unpaid break.
Make a week
- Select an empty square in the grid to add a shift, or drag a shift to another person or day to move it.
- Copy last week copies every shift into this week. Anyone who would break a rule is left out of their copy, and the shift stays open.
- Fill automatically gives open draft shifts to people who can work them. See Automatic rotas.
- New shifts are drafts. Publish puts them on the rota and tells each person with a new or changed shift, in the app and by email with a calendar file. Nobody else is told.
Every change runs the checks: a clash, time off, the wrong job role, too little rest between shifts, or too many hours. Problems that break a rule stop the change; anything else shows as a warning on the shift.
Each person can choose Add my shifts to my calendar in My time. Their published shifts go into their Viremail calendar and move when the shift moves.
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