This guide will help you set up Rota, Time & Attendance and will be your one-stop-shop for guidance on the rest of the system so you can get the most out of this module.

Permissions decide which of your users can see areas and items within Rota, Time & Attendance. Within your permissions, everything is ticked by default, but you can change this by unticking and making sure you click the 'save' button in the top right hand corner.

For more information on permissions, please see our designated guide:

Next, you need to add in all of your locations and roles. This information links to what has been populated in Breathe HR.

You can add new locations in the HR module by heading to company > location management.

You then need to assign this location to someone (this only needs to be assigned once) for it to pull through to Rota, Time & Attendance.

To transfer your roles into Rota, Time & Attendance, you need to create a role and assign it to someone. Once assigned in Breathe HR, this role will be available to the location it's been paired with.

If you have employees with multiple roles and locations, please see further guidance on this in our roles and locations article:

When you open the Rota, Time & Attendance module, you'll land on the rota view. Here, you can view other options such as other locations, as well as changing the view between day and week.

You can assign shifts in a few different ways:

You can also remove a shift by selecting the shift and hitting the trash can icon.

Once your week is complete, you can chose to save this a template for future weeks by pressing the three dots (...) next to the 'rota template' button. You'll be able to give your rota a name so you can use it again, saving you time each week.

Your rota can then be pasted into further weeks for up to 31 days at a time.

Once you're happy with your rota, it's time to share it with your team by clicking the 'Share rota' button in the top right corner.

This is the most important step, because if you don't share your rota, your employees won't be notified of a rota or any changes made to it.

If you want to delete more than one shift at a time in Rota, Time & Attendance, you can use the bulk delete feature.

Head to the location and week you want to delete shifts from, and click the icon shown below to open bulk delete mode:

Now select the shifts you want to delete and click Delete shifts:

You will then be prompted to confirm you want to delete the shifts:

Our Rota, Time & Attendance comes with a TimeClock tool, which your employees can use to easily clock in and out of their shifts.

TimeClock can be activated within your Rota, Time & Attendance settings, and your employees just need to use their PIN to clock in and out.

Employees can clock in & out of shifts in a few ways:

Clocking in and out of shifts will generate an employee timesheet, which will show in your dashboards as well as within your reports.

For more information on the different ways to set up TimeClock and what this can look like, please see our TimeClock guide below:

You can track the location of your people when they clock in within the Rota, Time & Attendance module. This will also mean that people can't clock in for a shift when they aren't within a certain parameter of their workplace.

To set this up, head to Settings > Geofencing > tick ‘Request GPS location’

Timesheets are created by employees when clocking in and out, but they can also be used without the TimeClock functionality.

You can allow employees to add in their own timesheet, or this can be reserved for people with HR permissions. You can also activate the setting to approve all timesheets once added to avoid any errors.

Timesheets can be added in a couple of ways:

2. Choose the report you want to create:

3. Choose the time period, how you want to view the results, the locations, the users, and the positions, then click 'generate':

4. Your report will then be displayed.

Within Rota, Time & Attendance, there are two dashboard views available. What you can view will depend on your permission level set within HR.

Manager dashboard:
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The manager dashboard gives you an overview of what's happening within your Rota, Time & Attendance account.

Take a look at this short video to see a visual overview of what this looks like & what you can do:

There are lots of settings that can be customised, depending on how Rota, Time & Attendance is being used for your business.

Spending time on the setup ensures that the module works the way you want it to, and gives you flexibility over use of functionality.

Always Remember to ‘save’ after editing settings.

To access the notifications settings, go to Settings > Notifications

You can also set up shift violations within the Rota, Time & Attendance module. This means that you can see clearly if your people are clocking in late or working late - making it even clearer in reports also.

Rota, Time & Attendance can be used to track and report budgets for shifts as well as pay earned per shift.

The settings can also be used to report on how much your employees earn per shift, including overtime rates.

This feature makes managing multiple roles, departments and locations within RTA easy.

You won't be able to remove a role is if there are still employees assigned to it as their main role. You will need to change their main role to another before you can remove it.

In order to update a user's main role, you will need to navigate to their profile within the 'people tab'.

If this role has people assigned to it as a secondary role, you can still remove it from the system.

Roles can then be assigned to staff within 'people' in the Rota, Time & Attendance module:

Wondering how you can see your team's unavailability within your rota? Wishing holiday pulled through to Rota, Time & Attendance so you have full visibility of who can work?

We're pleased to tell you that this is now possible 🎉

You can now see any leave that's been previously booked in Breathe HR, directly within your rota when building your team's schedule - making it easier than ever to have full visibility of when your team can work.

You can also allow your people to add their 'unavailability'. Different to leave, you may ask people to add unavailability for a shift if they have an appointment or training, instead of needing to book leave through the HR module.

This can be added within the employee dashboard, and will also show in the manager dashboard for approval.

You may allow your team to book this whenever needed, however similarly to leave, you can adjust the settings to require approval for these requests. This can be activated by heading to Settings > Rota settings.

An employee will have less on their view than an admin or HR user. They will only be able to see information regarding their own Rota and settings, as shown above.

They can view the employee dashboard, where they can see upcoming shifts, view and input timesheets and swap and offer their shifts too.

Employees will also see 'preferences' which is where they can change their PIN, which is used for clocking in and out.

With The People Portal app, your employees can check their shifts on the go, receive shift updates and even clock in for their shifts.

Just search for People portal app on iOS or Android.

As a Breathe HR customer, you can now have access to a 14-day free trial of our Rota, Time and attendance module.

You can activate the trial by asking your admin user to head to: configure > plan & billing > recruitment > +