Employee Shift / Rota Planner

Let's dive in to the configuration of "Staff Shift Planner" module.

First of all you will need to setup your "Shift Type", system has created 4 default shifts for every shop but you can change/delete or add according to your business requirements.

  1. Default shift, normal 9 to 5 shift including 45 minutes for lunch break.
  2. Off Sick
  3. Leave/Time Off
  4. Maternity Paternity Leave

Add new Rota/Shift Type

If you want to integrate shift type with "Time clock" then please enable "Show on Time Clock" option.

If you pay your employee based on this shift then please click on "I pay my staff based on this shift" option so system calculates the payroll properly.

If the shift has a lunch break then please enable the "Lunch Break" option. Employee Rota Report will have always have two figures 1 with the lunch break and one without.

You can also pay your staff based on each shift type rather than the one you set in the staff manager. This option is very useful if you want to pay your staff different rate on the weekends or late shifts. You can simply create different shits for that and set the hourly rate accordingly.

Add new Shift / Rota

To add a new shift please head to "Staff Rota/Shifts Planner", and click on the empty space on the calendar to create a new shift(s) for the staff(s). Or you can select multiple boxes at once. 


New popup will open, please enter the required information such as "Rota / Shift Type", "User/Staff" and "Rota/Shift Date", please remember you can select multiple staff and dates at the same time which will speed up the process of adding shifts.

Option to select multiple staff and dates.

Once you are happy then please click on the "Add Rota/Shift", your shifts will appear on the calendar.

Requesting a New Shifts

Your staff can request shifts including holidays or time off. Until approved all the requested shifts will have pending icon next to them. An automated email will be sent once the decision made (approved, denied), emails are available in the notification section for you to change if needed.

Once the shift is approved it will have the approved icon and if its denied then denied icon.

"Quick Links" on the dashboard will show the counter of all the pending approval shifts "Requested Shifts", also there is a search section on the  "Staff Rota/Shifts Planner".

Quick Links Notifier for "Requested Shifts"

How to delete a shift

Staff can only delete their own shifts until they are pending, once approved they can't delete them, however shop admin and managers can delete shifts regardless of the current status of the shift because they may have added in error. You can also drag and drop the shifts to another day or staff. When shop admin and manager add the shifts, they don't need approval they go in as approved by default.

Integrate with Time Clock

If shift type is integrated with "Time Clock" then you will see your shift on the "Time Clock" interface, all you have to do is click on the "Clock In" next to the slot as its shown in the screenshot below.

Rota / Shifts Report

When the time comes to pay your staff, a click of a button generates a complete payroll report with hours worked, amount due. Export your payroll report for easy import into your payroll software, or to send straight to your accountant. Now you can look forward to the end of the month. Information is often easier to understand when it is divided into groups, this report is grouped by 3 Types.

  • Group by Day - All the shifts grouped in to per day.
  • Group by Month - All the shifts grouped in to per month
  • Group by Year - All the shifts grouped in to per year

You can also add filters in the search by clicking on the "Expand Search Form".

Group by Day Screenshot

Group by Month Screenshot

Group by Year Screenshot

Posted by admin

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