Understanding Rota Approvals

What is rota approval?

Rota Approval adds a formal sign-off step so completed rotas are reviewed and approved by senior managers before being treated as final.

Site Managers build and submit their rota for the week. A senior manager with permission level 4 or above then reviews it and either approves it or requests changes.

Key points

• Site managers complete and submit rotas for approval.

• Rota approval is carried out by Level 4 and above Operations Managers (or equivalent senior roles with the same access level).

• Approved rotas are treated as the agreed plan for the week.

• Comments can be recorded as part of the approval process.

• Approval status can be used in reporting.

How to use rota approvals

Site manager: Complete and submit a rota

1. Go to the rota for the week you want to finalise.

2. Complete the rota for all required days and roles.

3. Prior to submitting your rota it will show the status of 'Not Published'

   

4. When you are satisfied the rota is correct and ready for approval, press 'Publish Rota'

   

5. Add any notes requested by your organisation, such as events or known trading change

6. Press 'Publish and Send for approval'

Once you submit the rota for approval:

• The rota is treated as complete for that week.

• The submission is recorded against the submitters account.

• The rota is available for review by an assigned Level 4 or above Operations Manager.

• The rota will show as 'Awaiting approval'

2. Senior manager: Approve or request changes to a rota

1. Open a rota that has been submitted for approval.

2. Review the staffing and planned labour costs for the week.

3. Approve or reject the rota by pressing 'Approve rota'

   

4. Add any Notes and press 'approve rota & lock figures' or to reject press 'Reject Rota'

   

When a rota is approved:

• The rota is treated as the agreed plan for the week.

• The approval is stored with the rota and can be referenced in reporting.

• Any comments added at approval are saved.

• It will appear on the Area Manager Dashboard as 'Pending Approval'

  

• Level 4 or above users can filter the Area Manager Dashboard by Rotas Pending Approval

When a rota is rejected:

• The rota status is updated to show that it has not been approved.

• The reason for rejection is visible to the site manager.

• The site manager can update the rota and resubmit it for approval.

Why use rota approvals?

• Clear accountability – Each rota records who completed it and which Level 4 or above Operations Manager approved it.

• Better control – Senior managers can review staffing and labour costs before the rota is treated as final.

• Consistent standards – Approval rules apply consistently across sites, even if senior managers use different job titles.

• Improved communication – Notes and approval comments are stored with the rota, so both site and senior managers can see the context behind decisions.

• Support for reporting – Approval status and approver details can be used in reports to understand how rotas are being managed across the estate.

Frequently asked questions

Q: Who can approve rotas in S4labour?
A: Rotas are approved by users with Level 4 or above Operations Manager access. These users may have different job titles, such as Area Manager or Operations Director, but they share the same access level and approval responsibility.

Q: Can a General Manager approve their own rota?
A: No. Rota approval is designed for senior managers with Level 4 or above Operations Manager access, so a rota is reviewed by someone with higher-level responsibility.

Q: How do I know if I have rota approval access?
A: If your user account is set to Level 4 or above Operations Manager access, you can approve rotas. If you are unsure of your access level, speak to your head office or system administrator.

Q: What happens after a rota is approved?
A: The rota is treated as the agreed plan for the week. Approval details are stored with the rota and can be used for reporting and audit purposes.

Q: What should I include when rejecting a rota?
A: Add a clear reason, such as concerns about labour costs, staffing levels, or specific days that need adjustment. This helps the site manager understand what to change before resubmitting.

Need help?

For activation or additional support with rota approvals, contact your Customer Success representative.