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Manage Shifts in Team Rota

Summary

Team Rota allows managers and admins to view, assign, import, and publish shifts for multiple employees. You can also create new shifts, download rota data, and manage pending changes from one central place.

In this article

  • Before you begin
  • Step 1: View and filter the Team Rota
  • Step 2: Add or update a shift
  • Step 3: Import shifts from a file
  • Step 4: Publish pending changes
  • Frequently Asked Questions (FAQ)

Before you begin

This feature is permission-based and only available to users with Team Rota access.
You must:
  • Be an Admin or Manager with rota permissions
  • Use the Plumm desktop application

Step 1. View and filter the Team Rota

  1. Go to Rota > Team Rota
  2. Use the Search employee field to filter by name
  3. Use the date range selector to pick a weekly range (e.g. 14 Jul – 20 Jul 2025)
  4. Use the department dropdown to filter by department
  5. View the rota grid:
    • Columns represent each day of the selected week
    • Rows show employee names, departments, and assigned hours
    • Each cell displays assigned shift policy and timings
    • Weekly Off (W-OFF) appears for off days
    • Some cells may show a comment icon indicating a note exists
  6. Use the three-dot menu in the upper-right corner to access:
    • Import – upload shifts via file
    • Export – export current rota data
    • Download PDF – download rota in PDF format

Step 2. Add or update a shift

  1. Click on a date cell next to an employee’s name
  2. The Add Shift panel opens, showing the selected date and employee name
  3. Choose a shift type:
    • Select Existing Shift to apply a pre-defined shift policy
      1. Select a policy from the New Shift dropdown
      2. Set From and To shift times
      3. Enter Break Duration in minutes
      4. Add an optional Note
      5. Click Save as draft or Save and Publish
    • Select New Shift to create a custom shift
      1. Enter a Title and optional Description
      2. Choose a Shift Colour
      3. Select a Working Schedule
      4. Select a Time Zone and indicate if the schedule is Fixed
      5. Set the Shift Timings
      6. Enter the Break duration
      7. Click Save as draft or Save and Publish

Step 3.  Import shifts from a file

  1. Click the three-dot menu in the top-right of the rota screen
  2. Select Import
  3. In the import panel:
    • Click the Upload button to select your file
    • To avoid errors, download the pre-formatted template using the “here” link
    • Each file must contain fewer than 1,000 records
  4. Click Next
  5. On the validation screen:
    • Match your file’s columns to Plumm’s fields:
      • WorkEmail
      • Name
      • Department
      • Location
      • Dates (e.g. 17-Jul-25, 18-Jul-25)
    • A green checkmark confirms the fields are valid
  6. Click Next
  7. Confirm the final import screen shows “everything looks good”
  8. Click Submit

Step 4.  Publish pending changes

  1. Click the Publish Changes (X) button to open the pending shift panel
  2. The table shows:
    • Employee Name
    • Date
    • Shift Name
    • Shift Timing
    • Break Duration
  3. Tick the checkbox to select individual or all shifts
  4. Click Publish to apply the changes

Frequently Asked Questions (FAQ)

1. Can I filter by department?

Yes, use the dropdown next to the date range to select a department.

2 . What happens if I upload more than 1,000 shift records?

Only the first 1,000 will be processed. Split larger files into multiple uploads.

 

3. What is W-OFF?

 W-OFF stands for Weekly Off — no shift is assigned on those days.

4. What does the comment icon on a shift mean?

It indicates that a note or comment was added to that shift.

5. Can I download the rota as a file?

 Yes, use the Export or Download PDF options in the three-dot menu.

6. What’s the difference between Save as Draft and Save and Publish?

  • Save as Draft: Adds the shift but keeps it unpublished
  • Save and Publish: Immediately applies the shift to the employee’s rota

7. Where can I manage shift templates?

Shift policies and templates are managed under Admin > Rota > Shift