Skip to main content

How to Edit Employee Shifts from the Rota

Use this guide to edit an employee shift—update details, change location, or reassign—from the Rota screen.

Stevie McIntyre avatar
Written by Stevie McIntyre
Updated over a week ago

Before you start

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

Steps

  1. Open Rota
    Go to Rota from the main navigation. Use filters (Dates, Location, Job Types, Labels) to find the shift.

2. Open the shift editor
Click the shift cell to open the edit modal (loads on Shift Details).

3. Edit shift details

  • Update Start Time, End Time, Labels, Reason Codes.

  • Adjust Unpaid Break.

  • (Optional) Tick Is Overtime? → if prompted, choose an Overtime Type from the dropdown.

  • Click Save Changes (if you’re only editing details), or proceed with location/reassignment below.

4. Change the shift location

  • Click the current location at the top of the modal → Change Location.

  • Select New Location (system auto-loads that site’s configuration).

  • Edit any Shift Details if needed.

  • (Optional) Tick Notify Worker.

  • Click Confirm (green).

5. Reassign the shift

  • Go to Assign Person → click Reassign Shift.

  • Choose Employment Status: Employee or Locum.

6. If Employee

  • Search and select the employee.

  • (Optional) Tick Notify Employee.

  • Click Confirm (green).

7. If Locum

  • Select Position, then search and select the locum.

  • (Optional) Update Candidate Source and Hourly Rate.

  • Click Confirm (green).

Tips

  • Use filters first to avoid editing the wrong shift on busy rotas.

  • After changing Location, double-check rate, breaks, and notes (site rules can differ).

  • When reassigning to staff, use Notify Employee to reduce missed changes.

  • If overtime is common, consider setting a default overtime type (you can override per shift).

Troubleshooting

  • Edit/Change Location/Reassign options not visible: You may lack permissions check with a Company Admin.

  • New Location missing from dropdown: Confirm you have access to the destination location.

  • Can’t find employee/locum: Confirm they’re active and eligible for the Position.

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

Did this answer your question?