To manage all your practitioners rotas in one place you can head to Calendar > Rota on the left column. You must have already created the practitioners rotas to view a rota here. (Press 'Creating a Rota' to view the guide)

This will bring up an overview of the weeks rota. To change the week you can move between the arrows in the top right hand corner. You can then press the 'Go to this week' button to easily navigate back to the current week.

The rota will display the days, practitioners and their shifts for the week. Across the top you will be able to see a report of any Issues (scheduling issues), Bookable hours (total hours available to be booked), Booked hours (hours that have been booked) and Utilisation (an overall percentage of how you have utilised the hours this week).

You can also see a percentage of hours used per day or per practitioner that week. To see this in more detail you can hover over the green numbers and it will display like the following screenshots It will break it down into further categories including appointment minutes and session minutes.

To add leave to a practitioner go to Rota and find the practitioner you want to add leave to. At the top of each practitioner's shifts there is a blank space, when you hover over it 'Edit leave' will appear. Press 'Edit leave' to start adding leave to their rota.

Select the dates for LEAVE FROM and LEAVE TO by pressing the boxes and a drop down calendar will appear where you can select the dates. You can also press 'Add another' to add more leave periods for that specific practitioner. Ensure you press the tick to add this leave to the rota.

If the dates selected cause an issue to sessions that are booked in, a warning sign of 'There are sessions assigned to this practitioner for this period of leave.' will appear. This allows you to rearrange these sessions before you are able to put this practitioner on leave for those dates.

When the leave dates have been approved by the system they will appear in the rota. In the following screenshot, you can see that Geraldine has two days of leave, one on Tuesday and one on Thursday. Whereas, James has an ongoing leave which started the week before (as the arrow points backwards) and this same period of leave finishes on Wednesday. Therefore, you can add leave for a specific day or for a period of time.

To edit the leave that is in the rota, click on the 'leave' you want to edit.

To edit a practitioner's rota for a certain day, go to Rota > select the shift you want to edit. Now you can edit the times for that specific shift. Write in the new START AT and FINISH AT times and press 'Save'. This will add the edited shift to the rota. The edited shift will appear in a lighter blue block so you can see what has been edited.

To add a shift to a practitioner, go to Rota. Go to the block for the practitioner and day you want to add a shift to. A plus sign will appear, press this. Type in the START AT and FINISH AT times and press 'Save'.

This shift will now appear on the rota in a lighter blue block so you can see this shift is not part of the normal shift pattern for that practitioner.