Steps
Open Rota
Go to Rota from the main navigation.
2. Open Reports
Click the Reports tab (top of the screen).
3. Choose Gaps
Select the Gaps sub-tab.
4. Set filters (required)
You must set all of the following before you can run the report:
Job Role (mandatory)
Dates Between (mandatory; range limits below)
One of: Region or Location
To run across your whole estate, choose All Locations from the Region dropdown.
5. The Run button remains greyed out until these conditions are met.
6. Run the report
Click Run (green) to list current gaps.
7. Jump to calendar
In Actions, click View in Rota (green) to open that gap on the main rota calendar.
Date range limits (Dates Between)
Standard: up to 31 days per run.
Regions with >500 locations: up to 14 days per run.
Tips
Start with Job Role, Dates Between, and Region = All Locations to audit the estate, then refine by Location.
Planning beyond the limit? Run multiple reports back-to-back (e.g., two 14-day windows).
Troubleshooting
Run button is greyed out: Ensure Job Role, Dates Between (within limits), and Region or Location are set.
No results: Widen the date range (within limits) or change Region/Location, then run again.
Reports tab missing: You may lack permissions—ask a Company Admin.
Need help? Click the chat button in the bottom-right corner of the screen to contact our support team.