What's covered in this guide:
Configure Your Rota View
At the top of your rota, filtering options are split across two rows: Looking At and Organised By:
Looking At controls what you're viewing:
Date range: use the arrows to move backward/forward, or click the date range to jump to a specific period.
View period: choose weekly, fortnightly, four-weekly, monthly, or a custom range.
Location: filter the rota down to a specific site (e.g. South Bank).
View mode: toggle between:
Staff View: shows shifts alongside leave, making it easier to spot scheduling conflicts.
Stacked View: shows shifts only, for a cleaner, more focused overview.
Organised By controls how shifts are grouped and displayed:
Grouping: group shifts by team, location, or choose No Grouping to list everyone together.
Sort order: sort employees by First Name (or other available fields). This can be locked to prevent accidental reordering.
Classification Tags: filter or highlight employees by tag (e.g. role, employment type).
Spotlight: highlight shifts that need attention, and control which staff/shifts are visible. Click Spotlight to open two groups of checkboxes:
Highlight filters: flag shifts by status: Validation Errors, Overtime, Vacant, Shifts Pending Acceptance, Declined Shifts, or Accepted Shifts. Each option shows a live count in brackets (e.g. "Overtime (0)").
Display Preferences: control what's shown on the rota:
Hide staff with no shifts
Hide staff with no shift but display leave
Collapse multiple cards
Only show leave
Show staff ratings
There's no single "correct" setup, it's worth experimenting to find what works best for how you schedule.
Reordering employees: The sort order dropdown (e.g. "First Name") in the Organised By row controls how employees are listed. Note the lock icon next to it, sort order may be locked depending on your view or permissions. This can only be changed in Staff View, it can't be changed in daily rotas.
Rota Statistics
You can customise which key stats appear on your rota:
Open the sidebar on the left side of your rota.
Click on Configure Key Stats.
Use the dropdown menus to select your preferred statistics.
Rota Reports
Use rota reports to see wage calculations before you publish a rota, this helps you make proactive, informed decisions about who to roster on and when.
To view a rota's cost breakdown:
From the rota, switch to the Stats Report function.
2. Apply filters to build a report that aligns with your business goals:
Filter | What it does |
Stat | The metric you want to analyse, shift count, shift costs, average hourly rate, roster hours, wage as % of revenue, sales per labour hour, or predicted sales. This determines what the graph shows (all stats appear in the table below it). |
Time Grouping | Sets the time increments on the X-axis and table rows, by date, week, or day of the week. Set the report's overall time range and duration in the fields above this filter. |
Second Grouping | Adds a further breakdown by employee, team, or location. Select "None" if you don't need this. |
Aggregate | Displays data as a sum or an average. |
Filter | Isolates a specific data point, for example, reporting on just one employee. |
Once you've filtered the report the way you want, click Download as CSV at the bottom to export the data.
Rota On-Costs
If you want your rota to reflect on-costs, like payroll tax or superannuation, you'll need to configure them first.
To learn how to configure on-costs, see 'here.'
Viewing On-Costs on the Rota
To view the total cost of your rota, including on-costs:
Go to Time & Attendance > Rota
Open the sidebar on the left side of your rota.
Click on Configure Key Stats.
Use the dropdown menus to select your preferred statistics.
Managing Leave and Shift Visibility
Use Staff View to get a complete overview of shifts and leave together, so you can proactively manage conflicts.
Use Stacked View for a clean, shift-focused display when you don't need to see leave.
Review leave details before finalising shift approvals, to avoid scheduling issues down the line.
Change Rota Start Day
You can change which day your rota week starts on:
Go to Rota > Rota Planning > Rota Settings
Click View all schedule settings.
Click Show Advanced Settings.
Update the start day field.
Important: This change can take up to an hour to process. Avoid making further changes while it's processing, the field will only reflect the new start day once the update has fully completed.