To manage all your practitioners rotas in one place you can head to the Calendar tab > Rota on the left column.
(You must have already created the practitioners rotas to view a rota here. Click here on how to create practitioners rotas).
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 hours display below the shifts for each practitioner. It will break it down into further categories including appointment minutes and session minutes as shown in the Gif and the image below:
How to add leave for a practitioner
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.
Ensure you press the tick (✓) to add this leave to the rota.
You can also press 'Add another' to add more leave periods for that specific practitioner.
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 Sarah has one day of leave on Thursday. Whereas, Billy 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.
How can I edit a practitioner's rota on a certain day?
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.
How to add a shift to a practitioner
To add a shift to a practitioner, go to Calendar > Rota. Go to the block for the practitioner and day you want to add a shift to. When you hover over it, a '+' sign will appear as shown below > Press this.
Click on 'Add rule' and type in the 'Start at' and 'Finish at' times and press 'Save'.
You can also press 'Add rule' to add more rotas for that specific practitioner.
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.
