EMS | Staff Setup - Rotas

EMS | Staff Setup - Rotas

Description

The staff availability is initially defined by creating a Staff Rota.  The rota provides the ability to open the availability y between dates or adding regular blocks controlled by the Rota pattern

Resolution

Creating a Staff Rota

In "Administrator" or via "Configuration" click onto “Staff Setup", and select the "Site Details" tab



  1. Select the "Staff Member" from the List at the bottom of the screen, then select the "Site Details" tab
  2. If using a multi-site solution select the "Site" in the list of sites
  3. Click onto the “Rota” Tab, then click onto the “Green Plus” button located underneath the “Rota History” box



The following section can be use to create the rota

Rota Details
The rota detail section provides the ability to define the rolling pattern for the rota
  1. Start Day - this defaults to the sites default start week start day, this can be amended to select the commencement day
  2. Start Date - ability to define a start date form when the rota will commence
  3. End Date - used to stop a rota pattern, if left blank the pattern will continue to roll
  4. Rota Length - the ability to define a rolling pattern where the availability  might differ on alternate weeks.
Selected Week
  1. The ability to select the weeks pattern to create or amend the availability
Copy Rota
The ability to copy a pattern form an existing staff members of weekly pattern
  1. From Staff - select the staff member to copy the pattern from
  2. Week - select the weekly pattern to be copied
  3. Copy - replaces the existing weeks rota with a copy of the selected pattern

There are two methods when updating the rota availability, by using the "Summary" view or via the "Grid"

Summary Option
Provides the ability to enter the Start, Lunch and Finish time for each day
  1. Click onto the “EDIT” button to enter the “Start Time” and a “Finish Time” for each day of the week
  2. If you wish to enter a lunch time, use the two middle columns to add a from and to time
  3. To confirm click onto the "OK"

Grid Option
The grid option provides the ability to highlight a square, row column and select or drag and select an "Internal Appointment" into the grid
The selectable "Internal Appointments" are located in the Appointment Codes section - to create new see - Internal Appointments - Staff Settings

Appointment Codes 
  1. -None- - this codes is used to indicate available space "White Space"
  2. -Not Available-  - this code is used the indicate closed / un-available time
  3. Internal Codes - other codes / colour are options created by your organisation to block availability - see Internal Appointments
Changing the Grid
  1. Column
    1. Select an "Appointment Code", then select a column heading to make the entire column available (e.g. select Monday)
    2. to make multiple columns available, click and hold on the column heading , then drag left to right (e.g. click/hold Monday, drag to Wednesday)
  2. Row
    1. Select an "Appointment Code", then select a row Time to make the entire row available (e.g. select 9:00)
    2. to make multiple rows available, click and hold on the row Time, then drag down (e.g. click/hold 9:00, drag down to 18:00)
  3. Square
    1. Select an "Appointment Code", then select a square on the grid to make available (e.g. select Monday at 9:00)
    2. to make multiple squares available, click and hold on the square, then drag down and across (e.g. click/hold 9:00, drag down to 18:00 and across to Wednesday)

 Amending a Staff Rota

To amend an existing Staff Rota by using the edit function
  1. Click onto the “Rota” Tab, then click onto the “EDIT” button located underneath the “Rota History” box
  2. Make changes as per the options listed above
  3. Click onto the "Green Tick" to confirm


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