This guide is for Admin, HR users and Line Managers.
The rota grid is where you plan who's working, when and where. To open it, go to Rota, Time & Attendance > Rota.
š” Please note: you'll only see Rota if you chose Rota or Rota + Time & Attendance when you set things up.
Finding your way around
The grid shows one week at a time. Each location has its own section, with an Unassigned shifts row and a row for each employee. Today's date is highlighted in blue.
Button | What it does |
< and > | Move back or forward a week |
Draft or Published | Shows whether your team can see this week |
Filters | Show only certain locations, departments, jobs or employees. Save filters keeps them for next time. |
Group by | Group employees by Department, or None |
Undo and redo arrows | Reverse or repeat your last change |
Copy forward | Copy this week's shifts 1 to 4 weeks ahead |
Print the rota for your staff noticeboard | |
Publish rota or Republish | Share the rota with your team |
Each location row shows the week's total hours, and the hours and cost for each day. Days the location is shut show as Closed.
š” Please note: approved leave and sickness show on the grid, so you can see who's off.
Adding a shift
Hover over the right day in an employee's row (or Unassigned shifts) and click +.
Check the Job. It fills in for employees. For unassigned shifts, choose one.
Enter the Start and End times.
Leave Unpaid break ticked and choose the length, or untick it.
Add a Note if there's anything the employee should know.
Click Confirm.
To add a second shift on the same day, hover over the existing shift and click the + underneath it.
Overnight shifts: you can add shifts that run past midnight, like 22:00 to 02:00.
Double-booking: Breathe stops you giving someone two shifts at the same time.
Operating hours: shifts outside a location's opening hours show a warning, but you can still save them.
Changing a shift
Click the three dots on a shift to see:
Move: give the shift to another person or day. This is also how you assign an unassigned shift.
Edit: change the times, break or note.
Copy: copy it to another person or day. You can also press Ctrl + C (Cmd + C on Mac)
Delete: remove it. The employee gets an email letting them know.
Checking coverage
If you've set up Coverage, the grid shows whether each day meets, beats or falls short of the number of people you need.
Publishing
Your team only sees their shifts once you publish.
Click Publish rota.
Tick the weeks and departments you want to share. Use Select all weeks or Clear if you've got several.
Click Publish.
The label changes from Draft to Published, and the button becomes Republish. If you change anything afterwards, click Republish so your team sees the latest version.
š” Please note: overnight shifts are published with the week they start in.
FAQs
Why can't my team see their shifts?
The week's still in Draft. Publish it.
Why is there no cost for someone?
They don't have an hourly rate in Core HR.
Can I plan several weeks at once?
Yes. Set up one week, then use Copy forward.
We're here to help
Any questions? Just send us a message using the chat at the bottom right of your screen š¬