1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click the block for when you want to create a shift.
   

4. In the Create a shift panel, enter the following:

   • From (date).
   • To (date).
   • From (time).
   • To (time).
   • Breaks.
   • Location (cost centre).
   • Employee - You can select the employee you need or the following options:
     • This is an empty shift - Choose this to create an empty or unassigned shift. Empty shifts can be used as placeholders and are not open for bidding.
     • This is an open shift - Choose this to create shifts that are open for bidding.
   • Notes.

   Helpful Hint

   You can view weather forecasts for the next two weeks to help inform your rota decisions. To learn how, see this article’s Further information section.

5. Click the Save or the Save and Publish button.
   
6. Refer to the shift you just published on the Rota Management page.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click the Rota Actions dropdown button.
4. Click the Publish Shift button.
   
5. Click the checkbox for each shift you want to publish.
6. Click the Publish Shifts button.
   

7. Click the Submit button.
   
    

   Helpful Hint

   Published shifts will appear light blue in colour.

   

Only admins can perform the actions in this section.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click on the Publish x shifts button in the top left-hand corner.
   
4. Click Publish on the pop-up box.
   

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Ensure you are viewing the rota in Daily, Weekly, 2 weeks, or 4 weeks view (not Month view).

4. Go to the time period with the rota you want to save as a template.
    

   Helpful Hint

   For example, if you want to create a rota based on the shifts for the week of 15th to the 21st January, choose the weekly view and go to the week showing these dates. Both published and unpublished shifts in that period will be included in the template.

5. Click the Rota Actions dropdown button.
6. Click the Save Template button.
   
7. Enter the Name and Description of the shift template.

8. Click the Save button.
    

   Helpful Hint

   The rota has now been saved as a template. To use it, please refer to the Use a rota template tab, which is the next item in this section.

   

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Ensure you are viewing the rota in Daily, Weekly, 2 weeks, or 4 weeks view (not Month view).

4. Go to the time period where you want to apply the rota template to.
    

   Helpful Hint

   For example, if you want to use a one-week rota template for the week of 22nd to the 28th January, choose the weekly view and go to the week showing these dates.

5. Click the Rota Actions dropdown button.
6. Click the Load Templates button.
   

7. Select the rota template you want to use.
    

   Helpful Hint

   The Load Templates panel only displays templates that match your current view. For example, if you are viewing the rota in Weekly view, only weekly templates will be displayed. If you are in Daily view, only daily templates will appear.

8. Click the Load Template button.
   
    

   Helpful Hint

   The rota template will now be applied to the time period you need, but you still need to publish the shifts to finalise them. You can still edit, delete, or unpublish the shifts as usual.

   

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click the Location dropdown.
   

4. Choose the cost centre you want to view.
    

   Helpful Hint

   You will now see the shifts under the cost centre you chose.

   
   

Only admins can perform the actions in this section.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click on the copy icon on the shift you want to copy.
   
4. Hover over the time and date to which you want to paste the shift.
5. Click on Paste 1 shift.
   

Public holidays appear directly on your roster with an umbrella icon (☂️), making it easier to plan shifts and avoid scheduling conflicts.

How it works:

• Public holidays are automatically inferred based on your work site's address
• The umbrella icon appears on dates where a public holiday applies to that location
• You can link existing public holidays to specific work sites in your public holiday settings
• If you manage multiple locations, you can copy public holiday configurations between work sites
  
  This helps you schedule more accurately, especially when managing teams across different locations with varying holiday calendars.
  

You can change how the rota is displayed by selecting a daily, weekly, 2 weeks, 4 weeks, or monthly view. This helps you track shifts and plan ahead.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click the Time by Entity dropdown menu.
4. Select by location or by employee.
5. Click the right-most drop-down field (highlighted below) then select the required timeframe:
   • Daily
   • Weekly
   • 2 weeks
   • 4 weeks
   • Month
     
6. The rota will automatically appear in your selected view.
7. Click the < and > buttons to navigate to the needed day, week, or time period.
   

1. Click the Settings menu.
2. Under Company, click Employment Details.
3. Click the dropdown field for First Day of the Work Week.
4. Choose your preferred first day of the week in your rotas.
5. Click the Save button.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click the Search bar.
4. Type the name of the employee you need.

5. Click the name of the employee.
   
    

   Helpful Hint

   You can now see the employee's shifts for the time period view you are using. Time period refers to the daily, weekly, 2 weeks, 4 weeks, or monthly views on the Rota Management page.

   

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.

3. Click the pencil icon for the shift you want to edit.
   
    

   Helpful Hint

   You cannot edit a shift once it has been published; you have to unpublish it first. Refer to the Unpublish a shift tab in the Removing data section of this article to read more.

4. In the Edit a shift panel, make the necessary changes.
5. Click the Save or Save and Publish button.
   

Only admins can perform the actions in this section.

If you enable a beta feature named Drag-and-drop functionality for managing shifts, you can drag and drop unpublished shifts to move them to a new time. Once enabled, this feature works in both Location View and Employee View. To drag and drop a shift:

1. Click and hold a shift tile.
   
2. While holding down the mouse button, move it to the new time you want.
   
3. Drop the shift into the new location.
   
4. You will see Updated shift successfully! when you have moved the shift.

You can view total shift costs and hours for your rota to help you stay within budget and make informed scheduling decisions.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. At the top of the rota, you'll see a breakdown showing:
   • Shift Hours - Total hours scheduled across all shifts
   • Shift Costs - Total wages for all scheduled shifts
   • Budget - Your allocated budget for wages and hours
   • Empty shifts
   • Open shifts

You can view cost breakdowns for individual Work Site to monitor spending and staffing efficiency at each location.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click the  icon next to the Work Site name.
4. A panel will appear showing:
   • Total Hours - Hours scheduled for this Work Site
   • Total Cost - Total wages for this Work Site
   • Number of Shifts - Total shifts scheduled
   • Employee Breakdown - Hours and costs per employee
   • Empty shifts
   • Open shifts

You can view cost information for specific positions within a Work Site to ensure efficient staffing for each role.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click the  icon next to the position name or click on the position name on the shift tile.
4. A panel will appear showing:
   • Total Hours - Hours scheduled for this position
   • Total Cost - Total wages for this position
   • Number of Shifts - Total shifts scheduled
   • Employee Breakdown - Hours and costs per employee in this position
   • Empty shifts
   • Open shifts

You can view cost information for individual employees to understand their contribution to overall rota costs.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click on an employee's name in the rota.
4. A panel will appear showing:
   • Total Hours - Hours scheduled for this employee
   • Total Cost - Total wages for this employee
   • Number of Shifts - Total shifts scheduled for this employee

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Review the Shift Costs displayed at the top of the rota to identify if you're over budget.
4. Click the  icon next to a Work Site or position name to see detailed cost breakdowns and identify high-cost areas.
5. To reduce costs, consider these adjustments:
   • Shorten shift durations while maintaining coverage
   • Reassign shifts to employees with lower hourly rates
   • Adjust shift times to avoid penalty rate periods
   • Reduce overlapping shifts during quieter periods
6. Click the  button on the shift you want to modify.
7. Make your changes and observe how the shift cost updates in real-time.
8. Click Save to apply your changes.
9. Review the updated Shift Costs total to confirm your rota is now within budget.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Before creating shifts, check your current Shift Costs and Budget displayed at the top of the rota.
4. Click the block for when you want to create a shift.
5. In the Create a shift panel, enter the shift details (dates, times, breaks, location).
6. When you select an Employee, the estimated shift cost will display at the bottom of the panel.
7. If the cost is higher than expected:
   • Try selecting a different employee with a lower hourly rate
   • Adjust the shift times to reduce duration
   • Modify break times to optimize paid hours
8. The shift cost will update in real-time as you make changes.
9. Once satisfied with the cost, click Save or Save and Publish.
10. Check the updated rota-level Shift Costs to ensure you're tracking within budget.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Review the rota-level summary showing Shift Hours, Shift Costs, and Budget.
4. Click the  icon next to each Work Site name to view:
   • Total Hours and Total Cost
   • Number of Shifts
   • Employee Breakdown showing hours and costs per employee
5. Look for these cost-saving opportunities:
   • High-cost employees with many shifts - Consider redistributing some shifts to lower-cost employees
   • Overstaffing during low-demand periods - Reduce overlapping shifts or shorten shift durations
   • Inconsistent shift patterns - Use templates to standardize cost-effective scheduling
   • Penalty rate periods - Adjust shift times to minimize premium pay where possible
6. Click on position names to view position-level costs and identify which roles are consuming the most budget.
7. Compare costs across different Work Sites or time periods using the date navigation arrows to spot trends.
8. Use the Rota Budget feature (see the Rota budget section) to set targets and track performance over time.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Set up your rota budget first (see the Rota budget section of this article) to establish cost targets.
4. Monitor the Budget indicator at the top of your rota, which shows your allocated budget for wages and hours.
5. As you build your rota, regularly check the Shift Costs total against your Budget.
6. If you're approaching or exceeding budget:
   • Click on Work Site or position names to identify where costs are highest
   • Review the Employee Breakdown to see individual cost contributions
   • Make adjustments to high-cost areas before publishing shifts
7. Use the Rota Budget overview tab to track performance across multiple weeks or locations.
8. Save cost-effective rotas as templates (see the Save a rota as a template section) to maintain consistent budgeting in future periods.
9. Before publishing, do a final review of total costs to ensure alignment with your budget.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click on the paper plane icon on the shift that you want to unpublish.
   
4. Click the Unpublish button.
   

5. You will see a popup saying Success! Unpublish rota effectively.
   
    

   Helpful Hint

   Unpublished shifts will appear grey in colour.

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click the Rota Actions  dropdown button.
4. Click the Delete Shifts button.
   

5. Click the checkbox for each shift you want to delete.
    

   Helpful Hint

   You cannot delete a shift once it has been published; you have to unpublish it first. To unpublish the shift, refer to the Unpublish a Shift tab, which is the next item in this section.

6. Click the Delete Shifts button.
   
7. Click the Delete button.
   

1. Click the Time menu.
2. Under Rotas, click the Rota Management submenu.
3. Click the Rota Actions dropdown button.
4. Click Load Templates button.
   
5. Click the  button for the rota template you want to delete.
   
6. Click the Delete button.
   

1. Log into Employment Hero. 
2. On the left-hand side menu, click on Time. 
3. Click on Rota Management.
4. Click on Settings.
   
5. Click on Shift Settings.
   
6. Toggle on Employees can swap shifts that have been assigned to them.
   
7. Click Save.

1. Log into Employment Hero. 
2. On the left-hand side menu, click on Time. 
3. Click on Rota Management..
4. Click on Settings.
   
5. Click on Shift Settings.
   
6. Toggle on Enable shift swap cut off time.
   
7. Click Save.

1. Log into Employment Hero. 
2. On the left-hand side menu, click on Time. 
3. Click on Rota Management.
4. Click on Settings.
   
5. Click on Shift Settings.
   
6. Toggle on Require managers to approve all shift swaps.
   
7. Click Save.

1. Log into your Employment Hero platform.
2. On the left-hand side menu. click the Time option.
3. Under the Rota submenu, click on Rota Management.
4. Click the Rota Budget button.
   
5. Click on the Overview tab.
   
6. Select the location and the week from the drop-down menus.
   
7. Here you can view the rota budgets in both hours and wages view.
   

1. Log into your Employment Hero platform.
2. On the left-hand side menu. click the Time option.
3. Under the Rota submenu, click on Rota Management.
4. Click the Rota Budget button.
   
5. Click on the Hour Budget tab.
   
6. Select the following from the drop-down menus:
   • Location
   • Week.
     
7. Select the Daily budget period.
   
8. Select whether you want to share budgets across sub-locations.
   
9. In the date field, input the daily hours for your budget.
   
10. Once you have input your daily hours budget, click Save Budget. 
    

1. Log into your Employment Hero platform.
2. On the left-hand side menu, click the Time option.
3. Under the Rota submenu, click on Rota Management.
4. Click the Rota Budget button.
   
5. Click on the Wage Budget tab.
   
6. Select the following from the drop-down menus:
   • Location
   • Week.
     
7. Select the Daily budget period.
   
8. Select whether you want to share budgets across sub-locations.
   
9. In the date field, input the daily hours for your budget.
   
10. Once you have input your daily hours budget, click Save Budget. 
    

1. Log into your Employment Hero platform.
2. On the left-hand side menu. click the Time option.
3. Under the Rota submenu, click on Rota Management.
4. Click the Rota Budget button.
   
5. Click on the Hour Budget tab.
   
6. Select the following from the drop-down menus:
   • Location
   • Week.
     
7. Select Weekly for the budget period.
   
8. Select whether you want to share budgets across sub-locations.
   
9. In the weekly field, input the weekly hours for your budget.
   
10. Once you have input your weekly hours into your budget, click Save Budget.
    

1. Log into your Employment Hero platform.
2. On the left-hand side menu, click the Time option.
3. Under the Rota submenu, click on Rota Management.
4. Click the Rota Budget button.
   
5. Click on the Wage Budget tab.
   
6. Select the following from the drop-down menus:
   • Location
   • Week.
     
7. Select Weekly for the budget period.
   
8. Select whether you want to share budgets across sub-locations.
   
9. In the weekly field, add the monetary amount to create your wage budget.
   
10. Once you have added your budget amount, click Save Budget.
    

1. Log into your Employment Hero HR platform.
2. Click the Time menu.
3. Click Rota management option, under the Rotas header.
4. Click the Rota Actions drop-down.
5. Select Roles.  
6. Type a name for the role and select a corresponding colour to represent that role.
7. Click Add role.
    
    

1. Log into your Employment Hero HR platform.
2. Click the Time menu.
3. Click Rota management option, under the Rotas header.
4. Click the Rota Actions drop-down.
5. Select Roles.
    
6. Click the Edit button.
    
7. Make the required changes and click the Save button.
    
    

1. Log into your Employment Hero HR platform.
2. Click the Time menu.
3. Click Rota management option, under the Rotas header.
4. Click the Rota Actions drop-down.
5. Select Roles.  
6. Click the Delete button.
    
7. Click Delete.
    

Only admins can perform the actions in this section.

1. Log into Employment Hero. 
2. On the left-hand side menu, click on Time. 
3. Click on Rota Management.
4. Click on Actions.
   
5. Click on Print. 
   
6. Select the following details:
   • Date range
   • Report format
   • Locations
   • Shift status
   • Employees
   • Show leave (toggle on or off)
   • Show unavailability (toggle on or off)
   • Show breaks (toggle on or off)
   • Show duration (toggle on or off)
   • Show costs (toggle on or off)
     
7. Click on Preview.
   
8. From the print preview, click on Print.
   
9. Select your printer, then click Print. 
   

Employees will receive an email notification every time they have a shift published or unpublished. The details are as follows:

• Email notification for a published shift:
  
• Email notification for an unpublished shift: