Creating a Rota
Before creating a rota, we will need to have an event in the Events calendar, and a Team that we can create the rota for.
To create our rota, we need to click Teams, under People, in the menu, and click the team for which we are creating the rota. This will bring us to the Rotas page. We will then need to select the event the rota is for, on the left.
Add Roles
First, we will need to assign some roles to the rota, by clicking the, Add Role button, then entering the role title in the text box. We can add as many roles as we need for the team. We can change the order the Roles appear, by clicking the arrows, to the left of the Role name, and dragging and dropping them in the order we want. Once we have added all the roles, we can click the Edit Rota button.
Add People
We can add people to a role in the Rota, by clicking the Add Person button, under one of the roles, on the relevant date. We will see a list of the people in the team we selected, and we’ll need to click the name of the person we want to add to the role. We can then repeat this for the next role, until all the roles are filled, then move on to the next date.
If we add a person to more than one role, on the same date, we will see a warning on screen. Similarly, if someone is a member of two teams, and has been added to the rota of another team for the same event, on the same date, we will see a warning telling us which team’s rota they have already been added to. If any team members have added holiday for the time we are creating the rota, they will appear at the bottom of the list of names, in red. We will not be able to add them to the rota.
Notes and Emails
We can also add a note to each event date on the rota, which will be included in the rota notification that is sent to everyone that is serving. Click the pencil icon, in the notes field, to add a note.
If we want to send an email, or text message, to the people serving on a particular day, click the envelope icon, which will take us to the Communication Suite.
Sets
If we have sub teams, who serve together regularly, we are able to create a Set, that can be re-used. Add the team members in their roles, and then click the Disk icon. Enter a name for the Set, and click the Save button. To use the Set on another date, we need to click the Choose a Set button, on the relevant date. We will then see a list of all our Sets, and we can click the Use button, alongside the Set we wish to use. The members of the Set will be added to our rota.
View Rotas
Once we have entered all of our rota roles, we need to go back to the Teams page. To view the rota, click the View Rota button.
For us to view the rotas of all the teams serving, for a specific event, click Edit Teams, at the top of the Teams page, and select the PDF Reports tab. Select the relevant Location and Event, from the drop down menus, enter the date the event is taking place, and click Download. A PDF file will be generated showing which teams are serving, and which members have been added to the rota, for that particular event.