The rota

This page is for coordinators and registered managers, and covers what the rota page shows and how to read it.

Who sees the rota

The rota is built by the people who run the organisation. Owners, admins and registered managers open it from “Rota” in the navigation. The office and an inspector can open it to read.

A support worker who opens the same address is sent to “My week”, where they see their own published visits and nothing else.

The title is the week

The week (or day, or month) you are looking at is the page’s title, between two arrows that move it back and forward. Once you have moved away from the current week, a “This week” button beside it brings you back (“Today” in the day view).

To the right sit the acts, quietest first: “Undo” when there is something to undo, “More” (copy last week and reset to templates), “Add visit” with its small menu for putting somebody on call, “Auto-fill”, and “Publish week”, the one filled button.

The three views

The “View” group under the title switches between “Week”, “Day” and “Month”.

“Week” is seven columns, one per day, with a row for each client or each support worker.
“Day” is one day. On a desktop it is a timeline: support workers down the left, the clock across the top, and each visit drawn as a block. On a phone it is a list.
“Month” is a whole month of day squares, each with a count of visits, a count in red where visits need attention, and an amber dot where something is unpublished. Today is tinted and headed “Today”, as is today’s column in the week grid. Choosing a day opens the day view on it.

On a phone the view lives in the “More” menu instead of a list.

Rows: clients or support workers

The “Clients” and “Support workers” tabs under the title switch the grid’s rows.

“Clients” is the coverage view. There is one row per client with a visit that week, and each visit shows who is on it.
“Support workers” is the workload view. There is one row per person on the team, plus an “Unassigned” row pinned at the top holding every visit that still needs somebody.

On the support worker axis each row also carries an hours counter, for example “22h / 37.5h”: hours already on the rota this week against contracted hours. It turns red when the week goes over contract. Somebody with no contracted hours recorded just shows the hours scheduled.

Moving around the week

The arrows and “This week” sit at the top of the page.

Select the left arrow (“Previous week”) to step back.
Select the right arrow (“Next week”) to step forward.
Select “This week” to come back to today.

One step means a week in week view, a day in day view and a month in month view. “This week” always lands on today, on the organisation’s own clock.

Where you are looking is kept in the address, so a refresh, the browser’s Back button and a link you send a colleague all land on the same week, view and day.

Filters from the dashboard

The dashboard’s week numbers link straight into the rota. Following one shows only the visits behind that number, and a line above the grid reads “Showing only 3 visits with nobody assigned”. Select “Show the whole week” to clear it.

The counts on the toolbar, and what “Publish week” will send, always cover the whole week, filter or no filter.

Closed days, holidays and leave

A day the organisation does not run, and a day booked as a holiday, is shaded and labelled in the column heading, either “Closed” or the holiday’s name. Nothing can be dropped onto it, and recurring patterns skip it.

On the support worker axis, a day somebody has approved leave is tinted and marked “On leave”. The visits they were already on stay where they are and are flagged, so leave never quietly unstaffs care.

What a visit tile shows

Every tile on the grid carries the same markers, and the legend under the grid shows the main ones.

The times, for example 08:00 to 09:00.
On the client axis, who is on it, one name and face per line, so a double-up reads as two people. If nobody is on it yet, the tile says “Needs 2 workers” instead.
On the support worker axis, the client’s name, and in red how many more people the visit still needs.
A count badge such as “2×” when the visit needs more than one support worker.
A “Copied” badge on visits your last copy created in this session.
A dashed border for “Not yet published”.
A striped left edge for “Edited away from the schedule”, meaning somebody changed it by hand and the nightly pattern will leave it alone from now on.
An amber dot for “Changed since publishing”, meaning it differs from what the people working it were told.
A red ring for “Needs attention”: nobody assigned, somebody double booked, a tight travel gap, over contracted hours, a person on leave, a person on a day they do not usually work, the client away, or a visit nobody arrived at.

Travel between visits

Two visits at different clients too close together are flagged as tight. “Too close” starts as the minutes your organisation allows for travel (Settings → Organisation → Timings). When both clients’ addresses are on the map, the platform also estimates the drive between the two doors — straight-line distance with an allowance for roads, at city speed — and uses that if it is longer. The warning then says how far and about how long: “Priya has 10 minutes to get here from Arthur’s 08:30 visit, 4.9 km away — about 13 minutes.”

Auto-fill reads the same distances. Between two people who are otherwise equally suited, it places the one whose previous or next visit is nearer, and the reason it shows says how many minutes’ travel the other would have had. Distance never rules anybody out; it only orders them.

An address is on the map when it carries a postcode the platform can look up. The client’s record says, under the address, whether it is — and if not, adding the postcode fixes it.

Selecting a tile opens the visit’s controls, in a small panel on a desktop and a sheet on a phone.

Late and missed

A published visit is late when its start time has passed by more than the organisation’s late timing (fifteen minutes unless changed under Settings, Timings) on the organisation’s clock and nobody has checked in. The tile then carries a red “Late 20 min” stamp, counting from the planned start.

If nobody was assigned to the visit at all, the stamp reads “Missed” instead. Both also raise an alert to the office, and both are shown wherever the visit appears, so the rota, the dashboard and My week can never disagree.