Rota FAQ

Q. How do I change the order of employees on the rota? 

Q. Why is my employee not showing in the list? 

Q. I can't seem to complete the rota? 

Q. When I add shifts it seems to not save?

Q. How do I publish the rota? 

Q. How do I save the shifts I have added in? 

Q. Am I able to save this rota, to reuse it? 

Q. What are the na's on the rota?

Q. Can my team see the changes I have made to their shifts? 

Q. Can I add shifts for my team to grab? 

Q. Am I able to complete a shift allocation online? 

Frequently Asked Questions & Answers 

Q. How do I change the order of employees on the rota? 

A. In the 'All' section of the rota, you are able to click, hold and drag the employee. Check out this handy video

Q. Why is my employee not showing in the list? 

A. This could be that the employee hasn't been activated yet. Check the employee tile and see if it has a key symbol in the corner, if this is the case you should speak to your level 5 about getting them activated. (remember they will only drop into their list if you have uploaded a signed contract, the correct right to work and P45 information) More about the activation setting here 

Q. I can't seem to complete the rota? 

A. Once you have confirmed all of the shifts you should click 'flag actual rota as complete' which will only appear once the week has passed. If there are any issues that need fixing you will get a notification at the top of the page that will give you details on this. Common issues include salaried employees not having 5 days on the rota, holiday above accrual or employment terms or NA shifts on the rota. Once you have resolved the issues you will be able to flag the actual rota as complete. See more about this and how to correct here. 

Q. When I add shifts it seems to not save?

A. This is more than likely down to the fact you are trying to add incorrect characters into the time such as full stops or commas. Don't use characters just enter the time. If the shift time is 9 am just enter 9 or 900, for 10.30 am just enter 1030 (24hr clock)

Q. How do I publish the rota? 

A. To turn your draft rota into a live rota simply click on the 'flag forecast rota as complete'. Your s4labour will check everything is as it should be, if there are any errors messages needing your attention however, these will appear at the top of your rota page. Once you have amended these, you simply need to click the 'flag forecast rota as complete' once again. You can tell the rota has been successfully flagged as it will say 'forecast rota is complete' 

Q. How do I save the shifts I have added in? 

A. There is no need to save as the system is live. Your changes are automatically saved as you work. It is important to make sure you are not idle on the system for longer than 15 minutes as you could be logged out – this is done for security reasons. 

Q. Am I able to save this rota, to reuse it? 

A. Yes, you can create a rota template. See more about creating rota templates here 

Q. What are the NA's on the rota?

A. You have two types of NAs on the rota one is NA which is 'Not Available' should be used for days off. The other is usually displayed with a start time then NA like this '10:00 - NA' this is due to tapping in but not out. You should swap the NA with a finish time.

Q. Can my team see the changes I have made to their shifts? 

A. In order for your team to have visibility of the rota, you must first publish it by flagging your forecast rota as complete. You are still able to make amendments to shifts until you have marked the actual rota as complete once the week has completed. In order to ensure your team are seeing the most up to date version of the rota it is important that you remember to click 'Resend Notification' after making any significant amendments.

Q. Can I add shifts for my team to grab? 

A. There is a feature called shift4Grabs which allow you to add a vacant shift for employees to volunteer for. Speak to your line manager to see if this feature is part of your current subscription. More about Shift4Grabs found here 

Q. Am I able to complete a shift allocation online? 

A. Yes, there is a feature called ShiftSuccess which allows you to take your rota to the next level and create a shift allocation for your team to view in their apps. check with your Line Manager to see if this feature is part of your subscription. More about ShiftSuccess found here.