The rota view in CareCentre.io provides a central hub for managing schedules, filtering employees, and navigating between weeks effortlessly. This guide explains how to use filters, search for employees, copy shifts, and navigate the rota efficiently. Additionally, it covers budget tracking per role and leave indicators using colour coding.
Understanding the Rota Layout
The rota view displays employee schedules by date and role, allowing managers to see multiple shift assignments for employees who work across different roles. The following tools help in managing the rota efficiently:
1. Employee Entries by Role
Employees can appear multiple times in the rota under different roles or departments.
Each entry corresponds to shifts assigned to that specific role.
2. Search Employees
Use the search bar to quickly find an employee by name.
Useful for large teams where scrolling through multiple roles is inefficient.
3. Filtering Options
Show Employees from Other Locations – View employees from different locations who are available to work in the selected rota.
Deleted Shifts Filter – Display shifts that have been deleted, allowing managers to review past schedules if needed.
4. Copying Shifts
Quickly duplicate shifts by dragging and copying shifts to new dates or employees.
Use the bulk copy feature to replicate an entire week's schedule.
5. Date and Week Selector
Click the week selector dropdown to jump to any week in the past or future.
Use the ‘Jump to Current Week’ button to return to the current schedule instantly.
Budget Tracking and Leave Indicators in the Rota
1. Budget Display for Each Role
Each role displays available vs. used hours in a percentage format.
A green circle shows 100% utilisation, while lower percentages indicate unused hours.
Helps managers monitor workforce allocation and prevent over/under-scheduling.
2. Leave Indicators with Colour Coding
Different leave types are colour-coded in the rota for clarity.
Example leave colours include:
Blue: Specific leave type (e.g., training)
Red: Critical leave (e.g., sick leave)
Yellow/Orange: Pending or special leave
Managers can quickly identify who is on leave and what type it is.
Frequently Asked Questions (FAQs)
Why do some employees appear multiple times in the rota?
Employees who work in multiple roles will have separate entries under each assigned role.
How can I quickly find an employee in the rota?
Use the search bar at the top of the rota to locate an employee by name.
Can I view employees from other locations?
Yes, enable the ‘Show Employees from Other Locations’ filter to see additional available staff.
What happens when I copy a shift?
The shift is duplicated into the selected date or employee slot and remains in draft mode until published.
How do I return to the current week's rota?
Click the ‘Jump to Current Week’ button to quickly return to the present schedule.
How do I track budget usage per role?
The rota shows available vs. used hours per role, helping managers track scheduling efficiency.
How do I identify different leave types?
Leave types are colour-coded, making it easy to differentiate between training, sick leave, and other absences.