The ability to attach multiple rota templates at client level, which allows the attachment of a single rota template to a job.

This provides the capability to quickly create shifts based on a rota or to create ad-hoc shifts for the job.

This gives control to customers within a complex space, streamlining processes to provide efficiency gains and cost savings due to reduced errors in job workflows.

Please contact us via the Access Digital Assistant, referencing the title of this article, and request that this feature is turned on for you

If this feature is disabled, all rota flows are hidden and not processed across the entire CRM.

If this feature is enabled, rota functionality will be surfaced all areas of Access Recruitment CRM where the flows allow use of this.

A list of Rota Templates is required to be setup as a global list, which will cover the differing setups across the client base. A single list allows rota templates to be used by more than one client without the need replicate.

Administrative users with access to Options ; Accounts ; Roles can grant a new permission of Permission to maintain Job Shift Rota Templates to users who will maintain this list.

The Rota Templates list can be maintained by a user with the above permission via Temp Management ; Job Shift Rota Templates area.

A new Rota Template can be added by clicking the ✚ New button.

The Name field is mandatory, with a 30-character limit. The value must be a unique and cannot match existing Rota Templates.

The Description field is mandatory, with a 50-character limit.

The No. of Days On is a mandatory, integer field, with a range limit of 1 to 99. This will be the number of days where shifts will exist within a time frame.

The No. of Days Off is a mandatory, integer field, with a range limit of 1 to 99. This will be the number of days shifts where shifts will not exist within a time frame.

At this point, Archived is view only and will be left blank.

The fields above form the header for the rota and associated shifts.

Any number of Shift Types can be added to rota header via the sub-list. At least one shift type must exist for a header. By clicking the ✚ button in the sub-list, the following pop-up will be displayed:

Clicking into the Shift Type field will list the job shifts from area Options ; Manager ; Look ups ; Job Shifts. A single job shift can be selected.

The Start Time and End Time fields are view only fields and show the default times for this shift. These fields can be adjusted later when attached to a job and shifts are to be created from this rota.

This setup allows a rota header to be attached to several different shift types, which will be created based on the on and off days pattern in the header.

The Linked Jobs tab is a view only list of the jobs that are attached to this Rota Template.

The Additional Info. tab details the dates and user of first creation and last update of this Rota Template.

A Rota Template (header and attached shift types) can be deleted via the More ; Delete option provided it is not linked to any Jobs. The list of attached jobs can be view under the Linked Jobs tab.

A Rota Template can be archived via the Action ; Archive option. Doing this will prevent this template from being available for selection for against clients and jobs but will continue to work against those already attached.

A Rota Template can be unarchived via the Action ; Unarchive option, if it is currently archived.

A Shift Type can be deleted from the sub-list via its 3-dot ; Delete menu option (on the right-hand side). If an attempt is made to delete the last shift type, this will be blocked via a message as at least one shift type must exist against a Rota Template.

A Rota Template can be easily duplicated by copying it via the Action ; Copy option. A new pop-up will display the rota being copied from and a blank field to enter the name for the new template.

The new name must be unique, a warning message will be shown if this is not the case. Clicking Save will copy all contents to the new rota template.

Provided this feature is enabled, a new tab of Rota Templates will be available under the More tab option for a client record.

If the user has the Permission to amend Job Shift Rota Templates on Client permission attached to their role, the Rota Templates tab details can be amended, otherwise the tab details are read only.

This tab contains a sub-list of Rota Templates attached to this client. The template will subsequently form the list of templates available to attach to the clients jobs.

Clicking the ✚ button in the sub-list will show a new pop-up where a Rota Template can be selected from the global list of templates. Any number of templates can be attached.

Clicking the magnifying class will list the global templates in a separate pop-up, where one can be selected.

Optionally, a single template can be flagged as being the default template for this client by checking the Default field. During the addition of a new job, the default client rota template will be automatically linked to the job.

Each linked client rota template has a 3-dot menu to the right-hand side, which when clicked, will show options of:

During the process of adding a new Client, the Rota Templates tab is not available, therefore all rota settings will require to be manually carried out via the edit functionality as agreed and required for the client.

Provided this feature is enabled, a new tab of Rota Template is available under the More tab option.

If the user has Permission to amend Job Shift Rota Template on Job permission attached to their role, the Rota Template tab details can be amended, otherwise the tab details are read only.

If a Rota Template has been archived, it is still available for use against already linked jobs. The Archived checkbox will be checked to indicate this.

If the job is linked to a Rota Template, the details of the template will be shown in this tab.

The template can be changed by either clicking the Edit button and then clicking into the Name field or by clicking into the Name field directly on this page. then by removing the current template and clicking the magnifying glass, to select an alternative template from the list of Rota Templates linked to the client.

A user who does not have the Job Shift Create restriction applied to their role, can create shifts against jobs.

If the job is linked to a Rota Template, there is now a choice between adding the current standard shifts or rota-based shifts.

Clicking the +Shifts button in any of the following navigation paths will display a pop-up to enter the shift details:

If the job is not linked to a Rota Template, the current Contract Job Shifts pop-up will be displayed as per normal, with no change in functionality.

If the job is linked to a Rota Template, a new pop-up will be displayed.

The clients name and the linked rota template name will be shown as the first line e.g. DP Rota Client is linked to Rota Template Day Line1 Conveyor Belts.

A question follows of How would you like to add Shifts?, with a dropdown selection of:

If Standard is selected, the current Contract Job Shifts pop-up will be displayed as per normal, with no change in functionality.

If Based on Rota Template is selected, a new pop-up to add shifts is displayed.

The name of the linked rota template is displayed as the first field. This is a read only field.

The Start Date is a mandatory field, set to one of the following:

The Start Date can be amended as needed via the date picker

The End Date is a mandatory can be amended as needed via the date picker

Below this is the list of shift types linked to the rota template.

The No of Places per shift type can be entered, where zero is the minimum value.

On click of Save, the shifts will be added to the job based on the settings for the rota template

During the process of adding a new Job, the Rota Template tab is not available, however, if there is a default Rota Template against the client, this will be automatically attached to the new job.

The Rota Template can be removed or changed on the new job as needed by the navigating to the Rota Template tab.

During the creation of shifts from any area of Access Recruitment CRM, if the shifts were based on a rota template, then the name of the rota template will be shown against the shift.

When viewing the shifts in either the Scheduling tabs or Scheduling 2.0, the name of the rota template will be shown.

During the process of copying an existing job to a new job in Scheduling 2.0, if the client is not linked to any rota templates, there is not a default rota template or all rota templates for the client are archived, then adding shifts continues as per normal with standard shifts only.

If the existing job has a Rota Template attached, the template will be copied to the new job, otherwise the clients default rota template will be attached. A new screen will be shown, where a choice can made to add either rota based or standard shifts.

Based on Rota Template will be the default option, but this can be changed to Standard as required. If Standard is selected and Confirm is clicked, then adding shifts continues as per normal.

If Based on Rota Template is selected and Confirm is clicked, a new screen Add Rota Template Shifts to add the shifts is displayed.

The rota template displayed is the one currently attached to the job being copied from, this can be changed to another rota template linked to the client via the dropdown option.

If the rota template is changed, any modified values against the shifts in the grid will be removed and refreshed based on the now selected rota template.

The start and end dates can be adjusted as required and the no. of places can be entered per shift in the data grid.

The shifts can then be saved as rota-based shifts by clicking the Save button. If the rota template was changed from the original one to another, the selected rota template will be updated to the new job.

When adding a new contract job via the Job Wizard, the ability to add rota based or standard shifts will be determined on step 4. Shift Details.

If the client is not linked to any rota templates, the page will look and behave as currently, with the exception of a new question at the top, where a dropdown field of How would you like to add shifts is offered.

The default option for this will be Standard, which is the current functionality to add shifts.

Via the dropdown, this can be changed to Shifts not Required.

Selecting this will then display a confirmation message and confirming this will remove all entered shift details.

Clicking Confirm will remove the standard shift details and display a blank screen, indicating shifts are not required for this job.

If the client is linked to rota templates, step 4. Shift Details will have a text line informing the client is linked to rotas. Below this is a dropdown field of How would you like to add shifts?

The default option for this will be Based on Rota Template.

A new screen for adding shifts is displayed.

If shift rates have been added in the previous step 3. Rates, then the default rate will be displayed in the appropriate shift type. The rate can be blanked out or changed to an alternative rate if other rates have been set up.

The People per Shift can be set per shift type. Zero is the default value, to indicate no people are required for that shift.

Changing the method of adding shifts, e.g. to standard or shifts not required will again display the confirmation message and confirming this will remove all entered shift details.

The final Review step will show the type of shifts requested, either a space for no shifts, the existing view for standard shifts or a new view for rota-based shifts.

When extending existing contract placements and adding new shifts, the ability to add rota based or standard shifts will be determined when clicking into the Shifts cell.

If the job is not linked to a Rota Template, the current Contract Placement Shifts pop-up will be displayed as per normal, with no change in functionality.

If the job is linked to a Rota Template, a new pop-up will be displayed.

The clients name and the linked rota template name will be shown as the first line e.g. DP Rota Client is linked to Rota Template Day Line1 Conveyor Belts.

A question follows of How would you like to add Shifts?, with a dropdown selection of:

If Standard is selected, the current Contract Placements Shifts pop-up will be displayed as per normal, with no change in functionality.

If Based on Rota Template is selected, a new pop-up to add shifts is displayed.

The name of the linked rota template is displayed in the first field. This is a read only field.

The Start Date is a view only field, set as the placement start date from the main screen.

The End Date is a view only field, set as the placement end date from the main screen.

The number of places will be automatically defaulted to 1 and cannot be amended.

Below this is a dropdown for the shift types linked to the rota template. One shift type can be selected.

On click of Save, the shifts will be added to the placement based on the settings this pop-up.

A user who does not have the Job Shift Create restriction applied to their role, can create shifts against jobs.

If the job is linked to a Rota Template, there is now a choice between adding the current standard shifts or rota-based shifts.

Clicking the 3 dots button against any listed job, if the job is not linked to a Rota Template, the current Add Job Shifts pop-up will be displayed as per normal, with no change in functionality.

If the job is linked to a Rota Template, a new pop-up will be displayed.

The clients name and the linked rota template name will be shown as the first line e.g. DP Rota Client is linked to Rota Template Day Line1 Conveyor Belts.

A question follows of How would you like to add Shifts?, with a dropdown selection of:

If Standard is selected, the current Add Job Shifts pop-up will be displayed as per normal, with no change in functionality.

If Based on Rota Template is selected, a new pop-up to add shifts is displayed.

The name of the linked rota template is displayed as the first field. This is a read only field.

The Start Date is a mandatory field, set to one of the following:

The Start Date can be amended as needed via the date picker

The End Date is a mandatory can be amended as needed via the date picker

Limit Previous Worker Search By

A different value can be selected.

Below this is the list of shift types linked to the rota template.

The No of Places per shift type can be entered, where zero is the minimum value.

On click of Save, the shifts will be added to the job based on the settings for the rota template.

Based on this setting for Limit Previous Worker Search By, the applicants who have worked against this job in the selected previous x weeks will be displayed in the bottom applicant pane of Scheduling 2.0.

A user who has the permission of Permission to maintain Job Shift Rota Templates against their role can delete a Rota Template, provided no shifts have been created based on it.

By navigating to Temp Management ; Job Shift Rota Templates and clicking the More ; Delete while focused on a Rota Template, messages will be provided if a deletion is not allowed:

If a rota is linked to one or more jobs, an attempt to delete it will show the following message:

If a rota is linked to one or more clients but not jobs, an attempt to delete it is allowed and it will also be removed from the clients.

If a rota is no longer linked to any clients or jobs, but shifts have been created using the Rota, an attempt to delete it will show the following message:

The rota can be manually archived to prevent its use in the future.