Using the rota
Add shifts, repeat them weekly, copy last week, and why some people can't be added.
The rota shows who's cleaning where, one week at a time. Click Rota in the menu to open it.
Reading the rota
The bar at the top shows the week, how many shifts and hours it has, and anything that needs sorting out. Use the arrows either side of the dates to move between weeks.
| You'll see | What it means |
|---|---|
| A white box with a green edge | A shift with someone on it. |
| A yellow dashed box saying “Nobody yet” | A shift that still needs someone. |
| A red box with a warning sign | The person on it can't work that day, for example because their permission to work has run out. Hover over it or open it to see why. |
| A clock and a time | When the cleaner clocked in, and out if they have. |
If anyone is on a shift they can't work, a red box above the rota lists each person once, with the days affected and what's wrong.
By site or by person
Choose By site to see each site as a row, or By person to see each cleaner as a row with the sites they're going to and their planned hours for the week. Shifts that still need someone are in a row of their own at the bottom.
On a phone, tap a day at the top to see that day's shifts.
Adding a shift
- Click Add a shift, or the + in a site's row on the day you want.
- Choose the site, the date, and when it starts and finishes. If the finish time is earlier than the start time, RotaProof treats it as an overnight shift.
- Choose who's working, or leave it as “Nobody yet” to fill later.
- To add the same shift every week, choose how many weeks under Repeat.
- Click Add shift.
Why can't I put someone on a shift?
RotaProof won't let you, and tells you why under Who's working, if:
- they haven't had a right-to-work check yet
- their check has something missing
- their permission to work has run out, or ends before the day of the shift
- the shift is before their start date or after they left
- they're already on another shift at the same time
Sort out the problem, for example by recording their check, then try again.
If something changes after a shift is booked
If someone's permission to work runs out after you've put them on the rota, their shifts turn red and show on your home screen to-do list. Open the shift and put someone else on it.
Copying last week
Most cleaning rotas are the same every week. Click Copy last week at the top of the rota to copy the week before into the week you're looking at. Anyone who can't work a copied shift is left off it, and RotaProof tells you why.
Hours
Choose By person to see each person's planned hours for the week. These come from the rota. The hours people actually clocked are on Timesheets.
This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.