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 Rota 

Summary

Rota is where you view your own published shifts on the My Rota tab and request a change to a different shift. Use it to see your working schedule, day off, holiday, and time off information, or submit a shift change request for your manager to review.

Track submitted requests from My Request. For request history and edits, see My Request under Rota - User.

In this article

  • Before you begin
  • Using My Rota
  • Navigating to Rota
  • Using the My Rota calendar
  • Understanding calendar labels
  • Requesting a shift change
  • Completing the request
  • Validation and restrictions
  • Notifications
  • Frequently Asked Questions (FAQ)

Before you begin

Rota must be included in your organisation’s contract. Plumm shows Rota only when the rota add-on is active.

You need the My Rota page permission to see the My Rota tab. SuperAdmin can see the tab when the add-on is active.

The Rota menu item is shown if you have any of these Timeoff permissions:

  • My Rota
  • My Request
  • Edit Team Rota
  • View Team Rota
  • Edit Rota Request
  • View Rota Request

Open Rota from the Rota app in Apps. You cannot open Rota from Core.

My Rota works the same on:

  • Web
  • Mobile
  • Teams

To submit a shift change request, you also need:

  • A published rota assigned to your account.
  • The rota cycle start date must be today or in the past.

Have ready:

  • The dates you want to change.
  • The shift you want instead.
  • The people who should be notified when the request is approved.

Using My Rota

Use the My Rota tab to view your published shifts.

You cannot:

  • Add shifts.
  • Edit shifts.
  • Delete shifts.

Managers assign shifts through Team Rota. Admins manage shifts, teams, and rota settings through Admin Rota.

The Rota page can show these tabs depending on permissions:

  • My Rota – requires My Rota permission. Shows your calendar.
  • My Request – requires My Request permission. Shows your shift change requests.
  • Team Rota – requires Edit Team Rota or View Team Rota permission.
  • Team Request – requires Edit Rota Request or View Rota Request permission.

If only one tab is available, Plumm opens that tab.

Navigating to Rota

Go to:

Apps (9-dot menu) > PRODUCT SUITE > Rota

Plumm opens the Rota app.

Rota is not available from Core.

In the sidebar, under Time, select Rota.

The page title is:

Rota

The first tab is My Rota when you have the required permission.

If Rota is locked in Apps, the rota add-on is not active. Admins can open Start and choose:

  • Start 60 Days Free Trial
  • Subscribe Again

Using the My Rota calendar

The My Rota tab opens your shift calendar for the month currently displayed.

Choose a range:

  • Month – default view.
  • Week – week timeline.

Use the calendar navigator to move to another month or week.

You can open months up to the start of the month two months ahead. The next control is disabled when you reach that limit.

The first day of the week follows your organisation’s rota setting. If the setting is missing, the week starts on Monday.

Selecting a day or shift does not open a form.

Use Request Shift Change to submit a change request.

Understanding calendar labels

A working shift can show:

  • Shift name – the colour comes from the shift.
  • Start and end time – shown as the shift start and end time, for example 9:00 AM - 6:00 PM.
  • Break – shown as Break: {minutes} mins, for example Break: 60 mins.
  • Shift hours – shown as Shift: {hours} Hrs.

If the shift name is longer than three words, hover to view the full name.

A day can also show:

  • DAY OFF – you are not scheduled to work.
  • HOLIDAY – a company holiday when no shift is assigned that day.
  • TIME OFF – approved time off when no shift is assigned that day.

A working shift can also show:

  • H – Holiday, when a shift is still assigned on that day.
  • T – Time off, when a shift is still assigned on that day.
  • Irregular Hours – shown instead of times when the shift is a zero-hour shift.
  • No Logs – shown on a day in the current month with no shift, day off, holiday, or time off.

If more than one shift is assigned on the same day, Plumm stacks them in the calendar cell.

Requesting a shift change

The Request Shift Change button appears at the top right of My Rota.

If a published rota is assigned to you and the rota cycle has started, select Request Shift Change.

The heading is:

Request Shift Change

If no published rota is assigned, the button is disabled.

Tooltip:

It appears that you do not have a shift assigned to your account. Please contact your HR department to resolve this issue before requesting shift change.

If the rota cycle start date is still in the future, the button is disabled.

Tooltip:

You are allowed to request a shift change only on or after the cycle start date.

The form also displays:

Need help with setup? Click here

Completing the request

Complete the required fields and select Submit.

The request is submitted to Admin.

From Date

Required.

Select the first date you want the new shift.

Format:

dd/mm/yyyy

Empty validation:

Required field

To Date

Required.

Select the last date you want the new shift.

Format:

dd/mm/yyyy

For a single-day request, set From Date and To Date to the same date.

If From Date is after To Date, Plumm displays:

End date should be greater than start date.

New Shift

Required.

The empty option is:

Select

The list contains the organisation’s active shifts.

Empty validation:

Required field

Note

Required only when your organisation’s rota setting makes notes mandatory.

Empty validation:

Required field

When notes are mandatory:

  • Maximum length is 200 characters.
  • Over the limit, Plumm displays:

Maximum 200 characters allowed.

When notes are not mandatory, Note can be left empty.

Notify

Required.

Placeholder:

Select

Choose the people who should receive an email when the request is approved.

Tooltip:

These employees will be notified through email when your Shift request is approved.

The list includes people in your organisation who are not terminated.

Empty validation:

Required field

Submit

Select Submit to send the request.

Toast:

Shift change request submitted.

If approval is required:

  • Status is Pending.

If approval is not required:

  • Status is Approved.

Your reporting manager is notified when the request is submitted if you have one.

Use My Request to view the request, edit or cancel it while Pending, or delete it after it is Cancelled.

Validation and restrictions

Plumm checks the request against your shift policy before saving.

Possible messages include:

  • Shift change request for the selected date(s) has already been submitted and is pending approval.
  • You already have a pending request that overlaps these dates.
  • You have reached the maximum day(s) of {number} shift change request(s) for this {week or month}.
  • You have used the allowed number of request days in that week or month.
  • You have reached the maximum number of {number} shift change request(s) for this {week or month}.
  • You have used the allowed number of requests in that week or month.
  • You cannot submit past dated shift change request beyond current month.
  • You cannot submit shift change request older than {number} calendar days.
  • You cannot submit shift change request on a holidays
  • You cannot submit shift change request on a day off
  • Shift change can be requested with minimum prior notice of {number} calendar days and {number} working days required.
  • Shift policy settings not found for the specified shift.
  • No active working pattern found for the specified shift.
  • Something went wrong, Please try again

Past dates are limited to the current month unless the policy allows a different past-date window.

The last two messages mean the shift setup is incomplete. Contact your HR team.

Notifications

After you submit a request, Plumm can notify you and your reporting manager.

Emails are sent when:

  • The company is live.
  • The person has a registered account.

You can receive:

Your shift change request has been submitted

  • In-app notification.
  • Link opens My Request.
  • Email subject is the same.
  • Email includes View My Request.

New shift change request received

  • In-app notification to your reporting manager.
  • Link opens Team Request.
  • Email subject is New shift change request.

People selected under Notify are stored on the request.

They receive an email when the request is approved, not when it is submitted.

When a manager approves or declines the request, you can receive:

  • Your shift change request has been approved
  • Your shift change request has been declined

Frequently Asked Questions (FAQ)

  • Why is Rota missing from the menu?
    Rota requires the rota add-on. You also need at least one Rota permission listed in Before you begin. Open Rota from Apps, not Core.
  • Why can I not see the My Rota tab?
    You need the My Rota permission. SuperAdmin can see the tab. If you only have My Request, Plumm opens My Request.
  • Why is Request Shift Change disabled?
    Either no published rota is assigned to you, or the rota cycle has not started. Use the tooltip on the button for the exact reason, then contact your HR team.
  • Can I change a shift by selecting a day on the calendar?
    No. Selecting a day or shift does not open a form. Use Request Shift Change.
  • Can I request a shift change for more than one day?
    Yes. Set From Date and To Date to the required range. To Date cannot be before From Date.
  • Do I have to add a note?
    Only if your organisation has made notes mandatory in rota settings. If enabled, Note is required and limited to 200 characters.
  • Who appears in Notify?
    People in your organisation who are not terminated. At least one person is required. They are emailed when the request is approved.
  • Does a shift change request always need approval?
    No. If the shift policy does not require approval, the request is Approved when submitted. If approval is required, the status is Pending.
  • Where do I see a request after I submit it?
    Open My Request. You need the My Request permission. Pending requests can be edited or cancelled from that tab.
  • Can I edit or cancel a request from My Rota?
    No. Use My Request. Edit and Cancel are available while the status is Pending. Delete is available when the status is Cancelled. Activity Log is also available on that tab.
  • Does a shift change affect my time off balance?
    No. A shift change does not book time off. TIME OFF on the calendar is time off that was already approved.
  • What does No Logs mean?
    That day in the current month has no published shift, day off, holiday, or time off.
  • What does Irregular Hours mean?
    The assigned shift is a zero-hour shift, so Plumm does not show start and end times.
  • Why can I not move the calendar further into the future?
    My Rota stops at the start of the month two months ahead.
  • Is My Rota different on mobile or Teams?
    No. My Rota follows the same functionality and behaviour on web, mobile, and Teams.