Accurate labour costing is the foundation of a profitable operation, yet tracking different pay rates for employees with multiple roles has traditionally been a manual and error-prone process.
Our Multiple Pay Rates feature transforms Rota from a single-rate system into a dynamic costing tool that mirrors the reality of your workforce.
By pulling every active pay rate for an employee directly from HR, Rota now allows you to assign specific rates to specific roles. This ensures that every shift on your rota reflects the true cost of labour, providing you with reliable data and ensuring that employees are linked to the correct financial values from the moment they are scheduled.
Key Benefits
Pinpoint Cost Accuracy: Eliminate "average" or "placeholder" pay rates; see the actual cost of every shift based on the specific role being performed.
Automated HR Sync: All active pay rates flow automatically from HR, reducing data entry errors and ensuring Rota is always up to date.
Historical Integrity: The system remembers what a person was paid at the time of the shift, even if their rate changes in the future, ensuring your past reports remain accurate.
Enhanced Financial Oversight: Managers gain a much clearer picture of weekly labour spend, allowing for better budget management.
Managing Permissions
A new permission has been introduced to control who can manage these details:
Can Edit Pay Rates: This permission is automatically granted to Admin users.
Custom Access: This can be manually assigned to other user types, such as Line Managers, via the permissions menu...
Configure > RTA Settings > Permissions > System accessibility > Can edit pay rates
How to Assign Pay Rates
STEP 1: Navigate to the employee's profile within the Rota module via the Rota > People menu options
Scroll down to the Role section...
Important: If a role has no pay rate assigned, a banner stating "New pay rates available" will appear as a reminder to link them. Find out how to do this in our Pay Settings Guide linked below
STEP 2: Press the circle pencil edit button and select the Role you wish to edit.
STEP3: Choose the appropriate rate from the list of active pay rates pulled from HR and press save.
FAQs
How do I handle different rates for different times (e.g., a night shift rate)?
Because pay rates are linked to roles, you should create specific roles (e.g., "Night Porter" vs "Day Porter") and assign the corresponding pay rate to each role.
Who gets notified when a pay rate changes?
Users with the "can edit pay rates" permission will receive notifications via their dashboard, email, or SMS (depending on their settings) when rates are added or modified in HR.
When do notifications for new rates trigger?
The system is designed to notify users when a pay rate starts or expires on that specific day, rather than notifying them far in advance for future-dated changes.
What happens if a pay rate is deleted in HR?
Past shifts will keep their historical pay value, but going forward, that role will no longer have an associated pay rate in Rota until a new one is assigned.
We're here to help
Any questions? Contact support by using the messaging feature at the bottom right of your screen 💬