To use the Shifts and Runs functionality in CCL!, the first day of the working week must be configured as Monday.
To create a new rota:
Navigate to Tools > Rota Administration.
Select the Add icon.
Click Next.
Basic Details
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.
A Team.
Enter a Description (optional).
Include key information such as rota pattern, shift times, staff allocation, and required skills.
Select 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 onward.
Leave the Effective To date unchecked unless a specific end date for the rota is known.
An alert message will appear. Select OK, then click Next.
Final wizard screen
Complete the final screen of the wizard as follows:
1. Select the Rota View Type
Choose one of the following options:
Shift View
Select Shift View if care workers follow the same repeating shift pattern across the rota cycle.
Ad-Hoc View
Select Ad-Hoc View if care workers have varying shift patterns, but collectively provide sufficient coverage for the rota requirements.
2. Number of Carers per Shift
This value will typically be 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, select Finish.
🤓 Tip: Shift View provides limited flexibility for managing staff absences. Any visits affected by absence would 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 choose to use Ad-Hoc View, as it offers greater flexibility and improved resource management.