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Manage Shifts in Team Rota

Summary

Team Rota allows managers and administrators to view weekly rotas, assign shifts, import schedules in bulk, update existing shifts, and publish changes for their teams. All rota actions are managed centrally, providing a clear view of schedules, day-offs, and shift details across all employees.


In this article

  • Before you begin
  • Step 1: View and filter the Team Rota
  • Step 2: Understand hours and salary calculations
  • Step 3: Add or update a shift
  • Step 4: Apply a shift to multiple dates
  • Step 5: Import shifts from a file
  • Step 6: Publish pending changes
  • Frequently Asked Questions (FAQ)

Before you begin

Team Rota access is permission-based. You must:
  • Be an Admin or Manager with Rota permissions
  • Have access to the Team Rota page via the Rota module

Step 1. View and filter the Team Rota

  1. Click the 9-dot menu at the top-left of your dashboard.
  2. Select Rota.
  3. Open the Team Rota tab.

Available Filters

  • Search Employee – find employees by name
  • Weekly Date Selector – choose any weekly range (e.g. 14 Jul – 20 Jul 2025)
  • Department Filter – view employees by department

Rota Grid Overview

  • Each column represents a day of the selected week.
  • Each row displays an employee, their department, and assigned hours.
  • Shift cells show:
    • Shift name or policy
    • Shift timings
    • Break duration
    • Additional notes (indicated by a note icon)
  • D-OFF labels indicate scheduled days off.

Additional Options (Three-dot menu)

  • Import – upload shifts using a file
  • Export – download rota data
  • Download PDF – generate a weekly PDF of the rota

Step 2. Understand hours and salary calculations

Team Rota automatically calculates:
Daily total hours
Weekly total hours per employee
Department-level total hours
Estimated salary cost based on scheduled hours
 
The cost is calculated using:
Employee salary
Assigned shift hours
Currency Display
All salary and cost values are shown in the company’s selected currency (e.g. British Pound Sterling).
 
To change the currency:
Go to Admin.
Click Settings.
Open General Settings.
Under Money, select your preferred currency from the dropdown.
After changing currency changes will save automatically.
Note: Changing the currency updates how savings and rota salary costs are displayed across the platform.
Step 3. Add or update a shift
  1. Click on a date cell next to an employee’s name.
  2. The Add Shift panel will appear, showing:
    • The selected date
    • Employee name

Assign an Existing Shift

  • Select a predefined shift policy from the New Shift dropdown.
  • Set the From and To shift timings.
  • Enter the Break Duration in minutes.
  • Add an optional Note.
  • Click Save as Draft or Save and Publish.

Create a Custom (New) Shift

  • Enter a Title and optional Description.
  • Choose a Shift Colour.
  • Select a Working Schedule
Select the working schedule type (e.g., Fixed). This determines how shift timings behave across the selected schedule.
Fixed: The shift times remain consistent for each day within the repeating schedule.
Depending on your selection (Bi-weekly, 4-weekly, or 8-weekly), here's how the options apply:

Bi-weekly Schedule:
Fixed: Same shift hours are applied for each weekday across both Week 1 and Week 2.

4-weekly Schedule:
Fixed: Allows different daily hours across four weeks, but each day within a week follows consistent shift times.

8-weekly Schedule:
Fixed: Set fixed daily hours for each of the eight weeks; ideal for long-term planning.

Tip: The weekly total hours will auto-calculate based on your input, helping ensure coverage targets are met.

  • Choose a Time Zone.
  • Set Shift Timings and Break Duration.
  • Click Save as Draft or Save and Publish.

Step 4. Publish pending changes

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

Step 5. Import shifts from a file

  1. Open the three-dot menu in the top-right corner.
  2. Select Import.

Upload Process

  • Click Upload to choose a file.
  • To ensure correct formatting, download the recommended template using the provided link.
  • Files must contain fewer than 1,000 records.
Click Next.

Field Mapping

Match your file columns to Plumm fields:
  • WorkEmail
  • Name
  • Department
  • Location
  • Date columns (e.g., 17-Jul-25, 18-Jul-25)
A green indicator confirms valid mappings.
Click Next, review the summary, then click Submit.
 
 

Step 6. Publish pending changes

  1. Click Publish Changes (X).
  2. The panel displays:
    • Employee Name
    • Date
    • Shift Name
    • Shift Timings
    • Break Duration
  3. Tick the shifts you want to publish or select all.
  4. Click Publish to apply changes to the live rota.

Frequently Asked Questions (FAQ)

1. Can I filter Team Rota by department?

 Yes, use the department dropdown next to the date selector.
 

2 . What happens if a file contains more than 1,000 shift records?

Only the first 1,000 are processed. Split the file into multiple uploads.
 
 

3. What does D-OFF mean?

It indicates a scheduled day off for the employee.
 
 

4. What does the note icon on a shift represent?

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

5. Can I download the rota?

Yes — use Export or Download PDF from the three-dot menu.
 
 

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

  • Save as Draft: Shift is created but not published.
  • Save and Publish: Shift is applied immediately.
 

7. Where can I manage shift templates?

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