RotaCloud: five time-saving tips from the developers

Anna Roberts

Sep 2017 ⋅ 3 min read


We like to think that you know we're always working to make RotaCloud better. Our apps have come a long way since we launched back in 2014, and are more feature-packed than ever.

Even so, we understand that there are sometimes tools and functions that some of our users might not know even exist - or aren't using to their full potential.

With that in mind, today we'd like to share with you a few of the lesser-known features within RotaCloud that could make your day that little bit easier.

Ready to take your rota planning to the next level? Check out these pro tips, straight from the people who made RotaCloud:

Pro tip 1: Create a template of shifts that need to be filled

Want to create a rota template in RotaCloud without assigning shifts to employees? Easily done!

Add your standard shift pattern into the Open Shifts section, then copy that date range into the weeks and months ahead using the Copy Custom Range tool (Rotas → Copy → Copy Custom Range).

The top of your rota will be mapped out with your daily requirements and you can then simply drag and drop to assign shifts to staff dependent on their availability.

This technique saves you plenty of time if your shifts remain similar across a long period of time.

Pro tip 2: Let employees rota themselves with Open Shifts

Don’t have time to choose which employees work each day? Put all of your shift requirements for the week up in the Open Shifts section, publish the rota, and let staff pick the shifts they want to work.

If you don’t want to hand this much control to your staff, assign key team members to certain shifts directly and let your staff fill in the gaps.

Don't miss: 9 Common Staff Rota Complaints (And How to Avoid Them)

Pro tip 3: Re-add returning employees

When adding a returning employee to your account, ensure you include the email address they were previously registered with at the time of adding. The system will link the employee with their old account, so they can log in with the same details as before.

Pro tip 4: Quick-jump to future weeks and months

Want to jump ahead to the end of the year in the rota? Don’t scroll through week by week, just click the date in the date selector and pick a day in the calendar to navigate to that week.

Pro tip 5: Use employee groups to organise your rota

Groups is a great feature for organising your workforce into teams, departments or areas on your employees page.

But did you know you can also use them to separate your rota into more manageable chunks?

To do this, just go to Tools → Employee Grouping, then select Group from the drop-down box.

You’ll notice that your rota is now broken down into your groups with a heading above each and the hours and cost breakdown for that group of staff. If you want to focus your scheduling on one specific group of staff, just click the heading bar of the others to hide them.

We hope that these tips will help you make the most of RotaCloud and save you even more time when you're planning rotas!

If you have your own time-saving tip or a question you'd like to ask, don't hesitate to leave us a comment below or drop us a line via our live chat window on our homepage.