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How to Create Shifts and Assign to Employees

Use this guide to create a shift from the Rota and assign it to an employee.

Written by Stevie McIntyre

Before you start

  • Access is permissions-based. If you can’t add shifts, ask a Company Admin.
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Steps

  1. Open Rota
    Go to Rota from the main navigation.

2. Choose employee & date
Find the employee’s row, move to the correct date, hover over +, and click Add Shift.
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3. Enter shift details
In the modal, complete Shift Details:

  • Start Time, End Time by selecting the relevant option from drop down menus.
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  • Unpaid Break by free texting in or using arrows to populate.
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  • Labels / Reason Codes by selecting the relevant option from drop down (if used)
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  • (Optional) Is Overtime? - check the checkbox & select the Overtime Type if applicable
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4. Add notes (optional)

Open Shift Notes to include instructions (e.g., access, dress code, point of contact).

5. Create & publish
Click Create & Publish (green). The shift appears on the rota in the employee’s row.
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6. Edit after creation (optional)
If you need to tweak anything, click the shift cell, update fields, then Save Changes (green).
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Tips

  • Add clear Shift Notes for first-time sites or unusual duties.
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  • Use consistent Labels/Reason Codes to aid reporting and rota filtering.
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  • If many similar shifts are needed, create one and then use Copy Shift to replicate across dates.
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Troubleshooting

  • Can’t see Add Shift: You may lack permissions check with your Company Admin.
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  • Create & Publish is disabled: Check times, breaks, and required fields are completed.
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  • Need help? Click the chat button in the bottom-right corner of the screen to contact our support team.

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