To use the Shifts and Runs functionality, the first day of the working week must be configured as Monday.
Basic details
Click Tools, then click Rota Administration.
Click the Add icon, then click Next.
Complete the Basic Details screen as follows:
Enter a rota name.
Select the number of weeks the rota should run before repeating. This should reflect the minimum repeating pattern.
Choose whether the rota applies to a carer working across the whole agency, a branch, or a team.
Enter a description (optional). Include key information such as rota pattern, shift times, staff allocation, and required skills.
Click Next to continue.
Effective dates
The Effective From date determines when the rota becomes active for allocating planned visits.
When selecting this date, ensure that it:
Is always set in the past, even if the rota is intended for future use. If a future date is selected, the rota cannot be edited or modified until it becomes active.
Falls on the first day of the rota period, which must be a Monday.
Matches the first day of the first week if the rota period spans multiple weeks.
Is not earlier than the date the rota is created, as a rota can only become active from its creation date onwards.
Leave the Effective To date unchecked unless a specific end date is known.
When the alert message appears, click OK, then click Next.
Final wizard screen
Complete the final screen of the wizard as follows:
1. Select the rota view type
Shift View — select this if care workers follow the same repeating shift pattern across the rota cycle.
Ad-Hoc View — select this if care workers have varying shift patterns, but collectively provide sufficient coverage for the rota requirements.
2. Number of carers per shift
This value is typically set to 1, unless the rota is specifically designed for double-up visits.
3. Number of carers in rota (Ad-Hoc View only)
If using Ad-Hoc View, specify the number of carers required to fulfil the rota. This number should:
Cover all scheduled visits.
Allow for holidays, sickness, and other absences.
Include additional capacity where possible to support busy periods and future staffing needs.
Once complete, click Finish.
🤓Tip: Shift View provides limited flexibility for managing staff absences. Any visits affected by absence need to be manually scheduled within the Visit Planner, and staff already assigned within the same rota cannot be reallocated easily. For this reason, most organisations use Ad-Hoc View, as it offers greater flexibility and improved resource management.