Before you start
You’ll need permission to create shifts and approve payments.
Have the shift details ready (date, start/end time, hourly rate, location, locum name, source).
Steps
Open the Rota
From the main navigation, go to Rota.
2. Filter the view (optional)
Use Dates, Location, Job Types, and Labels to find the correct day.
3. Create the shift
In the Open Shifts row for the chosen date, hover over the + icon and click Add Shift.
In Shift Details, enter the key info (e.g., Position, Hourly Rate, Start Time, End Time).
4. Assign the locum
Open the Assign Person tab.
Set Employment Status to Locum.
Search People to select the locum.
Set Candidate Source: Direct, Agency, or Locate a Locum.
5. Create and publish
Click Create & Publish (bottom-right).
6. Approve payment
In Rota, click the shift you just created to open the modal.
Select the Payment tab (top-left of the modal).
Under Pending Payments, click Approve (or Approve all) to move items to Approved Payments.
Tips
Double-check rate and times before publishing—payment approvals use these values.
If there are expenses, add them before approving payment
Troubleshooting
Can’t see “Add Shift”: Make sure you’re hovering the + in the Open Shifts row and you have permission to create shifts.
Locum not found in Search People: Confirm the locum exists in your directory and is eligible for the role.
Payment tab is missing: Ensure the shift is Published and assigned to a locum.
Need help? Click the chat button in the bottom-right corner of the screen to message our support team.