Build the rota

Open Rota. Viewing the rota, editing shifts, assigning people and recording attendance are separate permissions.

Create a shift

1. Add a shift and give it a clear title.
2. Choose the date, start and finish times, location, role and team where needed.
3. Set the number of places.
4. Choose how people book: book themselves, request a place or have a coordinator assign them.
5. Choose who can see the shift and any reminder options, then save.

For a regular pattern, create repeating shifts. Review the dates and generated shifts. A finish time before the start time means the shift ends the following day.

Fill places and handle changes

Open a shift to see bookings and available places. People can only book themselves if self-booking and the shift’s booking setting allow it. Role clearance, age, required checks, clashes and leave can affect eligibility.

When waiting lists are enabled, eligible people can join a full shift’s list and may be moved up when a place becomes available. Check the actual booking status before telling someone they have a place.

Record attendance

Record attendance or a no-show against the booking. If automatic attendance is enabled, unmarked bookings are treated as attended by the daily job after the shift. Review exceptions before approving pay.

If enabled, the Kiosk button gives a venue check-in link and QR code. Treat the link as private. Creating a new one invalidates the old one. Early check-in rules apply, and hourly-paid people may need their own PIN if your organisation enables it. A walk-in still needs to meet the shift’s requirements and have a place available.

Attendance is used for hours and pay, so correct the booking rather than asking someone to log the same shift again.