Rotas live under Planning. You need the Scheduling module enabled, plus an Admin, Creator, Content Creator or Staff Manager role. If you cannot see Planning, one of those two is missing. 📅
Building a week
New shifts start as drafts. Drafts are visible to you but not to your team, so you can build a whole week before anyone sees it. When the week is ready, publish it. If you want to start over, you can discard all drafts in one go rather than deleting them one by one.
Templates: stop rebuilding the same week
If your rota repeats, save the week as a template and stamp it onto a future week. Adjust the exceptions and publish. This is usually the single biggest time saver for a manager building rotas by hand.
Importing a rota from a photograph
If your rota lives on paper or in a spreadsheet, you can photograph it and let All Gravy read it into Planning for you. Check the result before publishing, the same as any import. 📸
Open shifts
Publish a shift without assigning anyone and your team can claim it. The flow runs:
An employee requests the shift.
You approve or reject the request.
You can cancel an open shift at any point before it is taken.
Work Rules
Work Rules stop a rota breaking your staffing or agreement limits. They cover maximum daily hours, maximum hours per period, minimum rest between shifts, minimum free days per week, free weekends per period, age restrictions and hourly wage supplements.
Each rule is set to either warn or block, and is checked when a shift is created, edited or approved. Rules are versioned and effective-dated, so changing one does not rewrite your history.
Departments and Responsibilities
These are account-level tags for organising a rota, and they are separate from Locations. Use them to split a site's rota by section. 🏷️
💬 Need a hand setting up your first rota? Chat with us. 🙏