Skip to main content

How to post a gap via Rota (create an open shift)

Use this guide to create an open shift/gap from the Rota so workers can view and apply.

Written by Sarah Murray

Before you start

  • Access is permissions-based. If you can’t add shifts or see Open Shifts, ask a Company Admin.
    ​
    ​

Steps

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

2. Filter the view (optional)
Narrow by Dates, Location, Job Types, or Labels to find the correct day.
​
​

3. Add an open shift
​
​

  • In the Open Shifts row for the chosen date, hover over the + and click Add Shift.
    ​
    ​

4. Complete the shift details

  • Shift Details: set times, Job Type, and other core info.

  • Assign Person (optional): leave unassigned to keep the shift open for applications, or assign directly to an employee/locum.

  • Shift Notes (optional): add instructions (e.g., access, dress code).

  • Shift Requirements (optional): add any requirement the worker must accept before applying.
    ​
    ​

5. Create & publish
Click Create & Publish (green). The open shift appears under Open Shifts for workers to view and apply.
​
​

Tips

  • Keep Shift Notes concise and practical (parking, keyholder info, contact on arrival).
    ​
    ​

  • If the shift is urgent, consider Increasing Hourly Rate or enabling Negotiations (per your settings) to boost responses.
    ​
    ​

Troubleshooting

  • Can’t see “Add Shift” in Open Shifts: You may lack permissions check with a Company Admin.
    ​
    ​

  • Applicants aren’t seeing the shift: Confirm it’s published & the Job Type/Location is correct.
    ​
    ​

  • Details need editing after publish: Click the shift cell to reopen and adjust, then save.
    ​
    ​

  • Need help? Click the chat button in the bottom-right corner of the screen to contact our support team.

Did this answer your question?