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Manage rota rules and warnings

Updated

Available for the following EmploymentOS plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR Classic plans: Free, Standard, Premium, Platinum
Time & Attendance Add-on for Essentials, Engage and Elite
Available for the following user access levels: Admin

Rota rules and warnings help businesses manage labour costs, improve scheduling accuracy, and ensure compliance.

You can set these rules in the rota settings. If a shift breaks a regular rule, a warning appears, but the shift can still be published. However, if a shift violates a "blocked" rule, an error will prevent the shift from being saved until the issue is resolved. You can fix these issues by adjusting the shift's date or time.

Rota rules

Employee rest period rules
  1. Log into Employment Hero.
  2. On the left-hand side menu, click the Time option.
  3. Under the Rota submenu, click on Rota Management.
  4. Click on the Rota Settings button.
    click on rostering settings button
  5. Here you will see the rota rules and warnings section.
  6. Toggle the switch on if you want to add a minimum rest time between shifts on the same day.
  7. In the drop-down menu, select between Warn or Block.
  8. Select a number of hours for the minimum rest time period. 
    minimum rest time same day period fields highlighted
  9. Toggle the switch on if you want to add a minimum rest time between shifts on consecutive days.
  10. In the drop-down menu, select between Warn or Block.
  11. Select a rest time period on consecutive days. 
    Minimum rest time between shifts on consecutive fields highlighted
  12. Click Save at the bottom of the screen.
Employee work limit rules
  1. Log into Employment Hero.
  2. On the left-hand side menu, click the Time option.
  3. Under the Rota submenu, click on Rota Management.
  4. Click on the Rota Settings button.
    click on rostering settings button
  5. Toggle the switch on if you want to add a maximum consecutive working days.
  6. In the drop-down menu, select between Warn or Block.
  7. Select the number of the maximum consecutive working days. 
    maximum consectutive fields highlighted
  8. Toggle the switch on if you want to add a maximum working days per week.
  9. In the drop-down menu, select between Warn or Block.
  10. Select number of the maximum working days per week. 
    maximum working days per week fields highlighted
  11. Toggle the switch on if you want to add a maximum working days per week.
  12. In the drop-down menu, select between Warn or Block.
  13. Select the number of maximum working days per week. 
    maximum weekly work hours fields highlighted
  14. Click Save at the bottom of the screen.
Employee certification rules
  1. Log into Employment Hero.
  2. On the left-hand side menu, click the Time option.
  3. Under the Rota submenu, click on Rota Management.
  4. Click on the Rota Settings button.
    click on rostering settings button
  5. Toggle the switch on if you want to enforce certification requirements for shifts. 
    Employee certification enfoce certification requirements for shifts fields highlighted
  6. In the drop-down menu, select between Warn or Block. 
    Employee certification rules warn or block fields highlighted
  7. Tick the Expired certifications box if you want Employment Hero to check for expired certifications. 
    Employee certification rules tick expired field highlighted
  8. Tick the Missing certifications box if you want Employment Hero to check for missing certifications. 
    Employee certification rules tick missing field highlighted
  9. Click Save at the bottom of the screen.

Once you have the rules in place, you will see a warning appear if you perform any rota action which violates your rota rules: 
roster warnings highlighted

Rota warnings for budgets

Turn on a rota warning for rota budgets

If you are nearing your budget limit, then you can apply warnings to appear on the shifts as a reminder.

  1. Log into Employment Hero.
  2. On the left-hand side menu, click the Time option.
  3. Under the Rota submenu, click on Rota Management.
  4. Click on the Rota Settings button.
    click on rostering settings button
  5. Here you will see the rota rules and warnings section.
  6. For any rules and warnings you would like to set, switch the toggle to the right to turn the setting on.
  7. Choose from the following rules and warnings:
    • Enable minimum same-day gap warning
    • Enable minimum gap warning over different days warning
    • Enable maximum continuous days warning
    • Enable maximum days in a week warning
    • Enable expired certification warning
    • Enable missing certification warning
  8. Once you have chosen your rules and warnings, click Save.
    screenshot of roster rules and warnings, to toggle on a rule or warning, make sure that the switch has been toggled on to the right

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