You should create your Locations, Departments and accurate Employee Roles in Core HR before attempting to configure your Rota settings.

You can utilise the Bulk import feature to ensure all employees have an accurate Job record, which becomes their Role in Rota. Navigate to People > Data > ‘Add jobs’ > Select an import type of ‘Jobs’ and download the template (Do not edit cells that are pre-loaded in the Template). You can input as many people as you require to this template using their email address, Job title and the start date of their role. Import this on the same page, and the users ‘Jobs' section will be updated.

Before attempting to edit a user’s Profile, ensure that the Location and Department already exist within your account. To create a Location, navigate to Company > Location Management section, click + and input the Location name. To create Departments (if you haven’t already) you can go into Configure > Settings > Picklists > Departments, and add or delete anything necessary (Please be mindful that you cannot delete something that is or has been in use).

Then you should assign the Location and Department by going to a relevant user’s Profile > Job (tab) > Edit (Pencil Icon) > Company Location and Department, inputting the relevant information you would like to sync into Rota.

Once you have done this, if you navigate to the Rota module using the left-hand navigation, you will have the new Location available in the dropdown menu on the top-left of the Rota screen. Locations are treated as branches and have individual Rotas, where you will see individuals names against the Rota for the Locations they are assigned to.

Within the Rota Module, Line Managers have full visibility over staff that are allocated to the Location.

Line Managers can view all People assigned to a Location that they are assigned to, as they are responsible for that Rota.

If you wish for Line Managers not to have this ability, you will need to configure your Permissions settings by going to Configure > RTA Settings > Permissions and deselecting any abilities you wish.

These are the employee accessibility settings:

These are the manager accessibility settings:

These are the system accessibility settings:

Once you have navigated to the Location you wish to create a Rota for using the top-left dropdown, you can start adding shifts. To add a shift for a user, click the shift box for the relevant employee and date, and input their hours of work.

You can drag and drop shifts to 'Copy' or 'Move' them, by clicking and dragging the existing shift to another user. Drop the shift into the 'Copy' section of the box if you want the existing shift owner to have that shift also, or the 'Move' section of the box if you are transferring this shift to the second person. If you are met with a red box rather than 'Copy' or 'Move' options, this is because the new intended shift owner does not have the relevant role or department assigned to them.

Once you have created your Rota, you can save it as a template for future weeks by pressing the three dots (...) on the top-right of the Rota screen, next to the 'Rota Template' button. Give it a name that will easily identify it when pasting a template from a dropdown, and it's ready to use. When creating a Template, you should be mindful that all shifts within that week are included in the Template, so if you are looking to create Templates for individuals or Departments, these should be created and saved separately, and then inserted separately.

You can also 'stretch' an existing shift for an employee to extend the same shift hours across multiple days, for example if they do the same shift Monday to Friday, you don't need to input them individually. To do this, create a shift for the user using the instructions above. Once this is created you can hover over the shift and you will notice black horizontal double-headed arrows on the left and right of the shift box. You can click and drag these to stretch the shift across, and release once the shift covers the relevant days to roster these additional shifts in.

Be sure to click share rota, or configure your Rota to share automatically in your settings to ensure your Employees can access their shifts.

There are two main ways to manage timekeeping in the Rota, Time & Attendance module. You have the options for manual entry of Timesheets (Either by employees or managers) or clocking in and out using the TimeClock to create timesheets.

Line Managers for a Location can add Timesheets for their People by navigating to Time & Attendance > Timesheets - Weekly, clicking the 'Add Timesheet' box for the relevant employee and date, inputting their hours of work and pressing 'Enter' on their keyboard. They may be prompted to select the relevant Role on the dropdown that appears if the user has more than one Role assigned to them.

Your settings must be configured to allow Employees to input manual Timesheets. You can enable this by navigating to Configure > RTA Settings > Timesheets, and ticking 'Enable manual timesheets' in the 'Adding Timesheets' section. Please be mindful to click 'Save' at the bottom of the page when making changes. Employees can then navigate to Rota > Employee Dashboard > My Timesheets (tab) to input a manual timesheet for themselves.

You can allow Employees to clock in and out to produce a Timesheet, either via Desktop or the People Portal app.

You can configure your account to allow Employees to clock on via the 'Timeclock' on a Desktop session of Breathe by navigating to Configure > RTA Settings > TimeClock Settings, ensuring that you tick 'Allow people to clock on without an assigned shift'. If 'Only managers/admins can activate the Time Clock' is selected, users will not be able to access the Timeclock to activate a Timesheet for themselves.

To allow Employees to clock in via the People Portal app, you must navigate to Configure > RTA Settings > Timesheet Settings, and ensure Enable clock on is ticked under the 'Breathe People Portal settings'.