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Rota management

Updated

This guide will show you how to use the rota management tools in the Employment Hero Work app, allowing you to manage your team's rota on the go. This is especially useful for managing your rota on the frontlines when you don’t often have access to a desktop.

Do you have the correct permissions?

The Rota Management tab is only visible to users with Admin or Rota Manager permissions. If you do not see this tab, you may not have the required access level.

This article explains how to:

Create new draft shift

How do I create a new draft shift in the Employment Hero Work app?

Ready to build your team's rota? Follow these steps to do it all in the app.

  1. Open the Employment Hero Work app on your device.
  2. From the main dashboard, tap on the Rota tab. 
  3. At the top of the screen, you will see two tabs: My Shifts and Rota Management.
  4. Tap on the Rota Management tab to view the team's Rota.
  5. Tap the Manage button, then select Add New Shift from the options.
  6. Choose the date for the new shift.
  7. Select the appropriate Work Site. The shift times and breaks may automatically fill in based on the worksite's default settings. You can always adjust these manually.
  8. Choose the Position for the role you are adding.
  9. Select the employee you want to assign to this shift.
  10. Add any important information in the Notes field.
  11. Review the details and tap Save. The shift will now be saved as a Draft. It is not yet visible to the employee.

Create open shifts

How do I create open shifts?

You can easily create open shifts within the Employment Hero Work app, just follow the instructions below:

  1. Open the Employment Hero Work app on your device.
  2. From the main dashboard, tap on the Rota tab. 
  3. Tap the Manage button. 
  4. On the Shift Details page, you can create an Open Shift by enabling the Open Shift toggle.
  5. Once you are happy with the shift details, tap the Publish button.
  6. When published, employees from the bidding list will be able to bid for the shift. Once the shift has been accepted, the shift state will change from open to published.

Edit and publish a draft shift

How do I edit and publish a draft shift in the Employment Hero Work app?

Now that you have drafted your shift, you can review it and publish it. Once published, a notification will be sent to your employee and makes the shift official.

  1. Open the Employment Hero Work app on your device.
  2. From the main dashboard, tap on the Rota tab. 
  3. At the top of the screen, you will see two tabs: My Shifts and Rota Management.
  4. Tap on the Rota Management tab, then find and tap on the draft shift you wish to finalise.
  5. In the shift details screen, you can edit any field, such as the start/end times, position, or notes.
  6. Pay attention to any warnings that may appear. For example, the app will alert you if a shift causes an employee to exceed their weekly contracted hours. You can either adjust the shift to resolve the warning or proceed if you approve the exception.
  7. Once you are happy with the shift details, tap the Publish button.
  8. The shift is now published and visible to the employee. 

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