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Run the rota

The week at a glance, one-day changes, day-off requests, checking time, and paying the days in Earnings.

ForAdmins

On this page

Open Rota in the menu to see who covers the yard this week, answer day-off requests, check the hours your staff recorded, and see what each person is owed. The page has three tabs: Schedule, Settlement and Team. Only admins see it this way; your staff get a read-only version, and instructors can also type and fix the helpers' time (see Clock, corrections and days off).

The week

The Schedule tab shows one week, Monday to Sunday. Move between weeks with the arrows or the calendar.

  • People rows (the default): one row per person, each day split into morning, midday and evening. The Cover row at the top counts the people on each shift; a shift with nobody on it is striped and says nobody. The Week column at the end of each row adds up their hours to date.
  • Shifts rows: one row per shift with the people on it as chips, and a Total row per day ("2/3 shifts · 18:40 h").

Under each day you see how long the person was there: the clock and the rides counted together, an overlap only once. no time marks a past shift with nothing recorded, for someone paid per hour.

On a phone the Schedule tab shows one day at a time, with the whole week below it to read.

Change one day

The weeks ahead are filled in from the usual week (see Set up the rota). To change a single day, click the cell: someone who wasn't on that shift goes on it this day only, someone who was comes off it (usually yes, not this day). In the Shifts rows, use Add person on a shift, or select a person's chip and use the bin to take them off it.

To undo a one-day change, click the cell again — the day goes back to the usual week. Your staff get a notification when their rota changes in the next seven days.

A day's details

Click the time under a person's day to open its details on the right.

You see the person's shifts that day, every time entry with where it came from (Start/Stop on the phone, typed in by the worker, typed in by the owner, or not stopped — closed automatically), their rides from the schedule, and the totals. On each entry:

  • Fix — change the times. Say why; the reason and the previous version stay in the Entry history.
  • Confirm — the entry is right. An entry closed automatically has to be confirmed, fixed or rejected before its day can be paid.
  • Reject — the entry stays in the history, struck through, and counts for nothing.
  • Restore previous — undoes a rejection or a fix. The undone fix stays in the Entry history, struck through and marked undone, and counts for nothing.

Use Add an entry by hand for a missed day, or for someone without an account. Time can't be typed for a day that hasn't happened yet, and an entry ends on the same day — someone working past midnight gets two entries.

Rides are never typed in: they come from the schedule and count once the ride is done.

Day-off requests

Your staff ask for days off from their phones. A waiting request shows up in three places:

  • in Requests, next to ride and service requests,
  • on the Schedule tab, behind the Day-off requests button next to the tabs — its number says how many are waiting,
  • as a notification to every admin.

Each request shows the dates, whole day or some shifts, and What stays on the rota — who's still on (still on: …), or nobody left. The person's reason, if they gave one, is visible to admins only.

  • Approve — the days turn into day off on the rota. Any shifts it leaves empty are listed above, under What stays on the rota (nobody left). Fill them in afterwards on the Schedule tab.
  • Decline — Nose asks you to confirm; the rota stays as it is.

The person is notified either way.

Settlement: what each person is owed

The Settlement tab shows a period — this month to start with — person by person: shifts, time, rides, the total time on site (an overlap counted once), their rate and the amount.

  • Status reads ready to pay, settled in Earnings: 19 of 20 days, or settled in Earnings with the date. While some of a person's entries wait for you, it shows Check (1) instead, and a note above the table counts them.
  • Open a person's row with the arrow for their Day by day figures, the entries To check — each with Reject, Fix, Confirm and Open day — and the Corrections in this period: every fixed entry, who fixed it and why.
  • Download CSV exports the table.

The amount is the same figure as Earnings → Summaries for the same period, and the same figure Finances counts in its pay line.

Paying the days in Earnings

The Rota doesn't pay anyone by itself. Go to Earnings takes you to the one place where pay is settled:

  1. On the To settle tab, pick the person. Their rota days appear as Rota rows, one per day, with the shifts and hours, next to any rides and sales.
  2. Tick the days you're paying and settle as usual.
  • A day can be settled once it's over: today never shows up.
  • A day whose time is waiting for a check shows Check in Rota and can't be ticked until you confirm, fix or reject the entry.
  • A settled day is frozen: neither you nor the worker can change its time or shifts. To change one, open the day on the Rota and click Undo the day in Earnings; on the Settled tab, use Reverse day, and the day comes back for editing — unless a later settlement corrected that hourly day: then it comes back only once that later settlement is reversed, and the refusal names it.

Good to know

  • A rate change applies to every day not yet settled; settled days keep the amount they were paid at.
  • Finances includes the rota amount in its pay line, named Instructor and rota pay.
  • If someone forgets to stop the clock, Nose closes it at the end of their last shift that day, or at 21:00, and marks it for you to check.

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