Rota
The Rota module allows dental practices to manage clinicians’ working schedules efficiently by setting up and adjusting working hours, lunch breaks, days off, holidays, and recurring shifts. Working hours are presented in a weekly format, where each grid cell represents a clinician on a specific day. The section allows full management of the duty schedule by copying and pasting days, inserting blocks, deleting entries, and exporting the data. To save time when configuring the rota, you can apply saved templates by clicking the “Plus” button. The system will then automatically fill the schedule based on the selected template.
Templates
Rota templates is a tool designed to streamline clinician scheduling. They are predefined weekly schedules. Instead of recreating schedules from scratch, simply apply a saved template, and the rota is ready in seconds.
How to Create a Rota Template
If you don't have any existing templates, click the "New Template" button at the top.
Enter a name for your template, e.g. "Bob default" or "Standard Hours" and click Save.
You'll now see an empty week with no hours set.
You don't need to use templates, you can add all the hours directly to the rota, this just makes it quicker.
If you want to add hours and blocks to each day, right-click on the empty block and choose "New Working Hours"
This sets up the start and end time for working on the selected date.
You can also choose to open all the hours for online booking.
Click the "Save New Working Hours" button.
Repeat this for each day working during the week, or continue to set up one day and use the copy-paste option.
If you want to add a lunch break, or any other blocks to the day, right-click the working hours block and choose "New Block".
To prevent users from booking appointments during the blocked time, until the Allow appointments box.
Once you set up some working hours and blocks on one day, you can right-click the hours (or block) choose copy and paste to another day.
You can create different templates for different purposes, either per-user or per-working style.
Now move to add the template to the rota.
The Rota
Choose a week to start on, then apply the template to staff (or add hours directly).
Under the name of the staff member, click the "Use Template" button.
Choose the template off the dialog, and the hours and blocks will be added to the staff member.
Repeat the process for all staff members working in the selected week. All changes are saved immediately.
Copying a week
Once you have your week set up, you'll want to apply the same rota to following weeks.
Click the "Copy This Week" button at the top of the screen. Then click the down arrow to the right of the "Paste Options" button.
You have three options here...
- Paste Onto This Week - use this to move to a different week and replace the rota with the one you have copied.
- Paste Between Two Dates - use this to add this rota to all the days between two specified dates, e.g. choose next week to a week in 12 months time.
- Paste on Chosen Dates - use this to paste this week onto specific weeks, e.g. this is a bi-weekly rota.
Pasting will overwrite any existing rota for the chosen weeks.
Editing a week
If you need to edit a week, e.g. a staff member is on holiday or needs different hours, start by going to the week required.
If you just need to edit or remove one day, right click the block on the day and choose to either edit the hours/blocks or "Delete Day" if the staff member is not working.
If you need to delete a whole week for a staff member, right click and block in the week and choose "Delete Week"
For either option, you'll be asked to confirm the deletion.