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Rota Timeline ​

View and manage staff schedules in a visual timeline format.

Overview ​

The Rota Timeline provides a visual overview of all staff schedules across your venue(s). See at a glance who's working when, identify coverage gaps, and make quick adjustments to your rota.

Accessing Rota Timeline ​

Navigate to Rotas & Staff > Rota Timeline

Rota Timeline View

Timeline View ​

Visual Layout ​

The timeline displays:

Time Grid

  • Hourly columns (or custom intervals)
  • Staff rows
  • Color-coded shifts
  • Visual shift blocks
  • Overlap indicators
  • Gap warnings

Staff Information

  • Staff member photo
  • Name and role
  • Contact information
  • Current status
  • Availability indicators

Shift Details

  • Start and end times
  • Break periods
  • Shift role/position
  • Venue location
  • Total hours
  • Overtime indicators

Time Range Navigation ​

Daily View

  • 24-hour overview
  • Hourly detail
  • Individual service periods
  • Detailed scheduling

Weekly View

  • 7-day overview (default)
  • Pattern recognition
  • Weekly planning
  • Standard view

Monthly View

  • 28-31 day overview
  • Long-term planning
  • Pattern analysis
  • Strategic scheduling

Custom Range

  • Select specific dates
  • Date range picker
  • Event planning
  • Seasonal scheduling

Changing Views ​

Switch between views:

  1. Click view selector (Day/Week/Month)
  2. Use navigation arrows (← → )
  3. Click "Today" to jump to current date
  4. Use date picker for specific date
  5. Keyboard shortcuts (if enabled)

Color Coding ​

Shift Status Colors ​

Confirmed Shifts - Green

  • Staff assigned
  • Shift accepted
  • Confirmed attendance

Pending Shifts - Orange/Amber

  • Awaiting acceptance
  • Staff yet to confirm
  • Pending approval

Unassigned Shifts - Red

  • No staff assigned
  • Coverage gap
  • Needs attention

Completed Shifts - Grey

  • Past shifts
  • Clocked out
  • Historical data

Rota Timeline - Staff on Duty

Rota Timeline - Coverage Requirements

Cancelled Shifts - Strikethrough/Faded

  • Cancelled by staff
  • Cancelled by manager
  • No longer needed

Role-Based Colors ​

Optionally color-code by role:

  • Managers - Purple
  • Chefs - Red
  • Waiters - Blue
  • Bartenders - Green
  • Hosts - Orange
  • Kitchen Staff - Brown

Configure in Settings > Rota Display > Color Scheme

Creating Shifts on Timeline ​

Drag to Create ​

Quick shift creation:

  1. Click and drag on timeline
  2. Drag across time period
  3. Release to create shift
  4. Assign staff member
  5. Set shift details
  6. Save shift

Click to Create ​

Alternative method:

  1. Click on specific time slot
  2. Shift creation modal opens
  3. Select staff member
  4. Set start/end times
  5. Add shift details
  6. Create shift

Shift Details ​

When creating shifts:

Basic Information

  • Staff member
  • Date
  • Start time
  • End time
  • Total hours

Position & Location

  • Role/position
  • Venue (if multiple)
  • Work area
  • Specific duties

Break Information

  • Break duration
  • Break start time
  • Paid/unpaid breaks
  • Multiple breaks

Additional Details

  • Notes/instructions
  • Uniform requirements
  • Special tasks
  • Manager notes

Editing Shifts ​

Click to Edit ​

Modify existing shifts:

  1. Click on shift block
  2. Edit modal opens
  3. Modify any details
  4. Save changes
  5. Notify staff (optional)

Drag to Adjust ​

Quick time adjustments:

Resize Shift Duration

  • Drag left edge (adjust start time)
  • Drag right edge (adjust end time)
  • Real-time hour calculation
  • Warning if overtime

Move Shift Time

  • Drag entire block
  • Move to different time
  • Same day adjustment
  • Collision detection

Reassign Shift

  • Drag to different staff row
  • Transfer shift ownership
  • Automatic notifications
  • Conflict warnings

Managing Staff Coverage ​

Coverage Analysis ​

Visual indicators for:

Over-Staffed Periods

  • Highlighted in blue
  • More staff than needed
  • Opportunity to reduce costs
  • Optimization suggestions

Under-Staffed Periods

  • Highlighted in red
  • Insufficient coverage
  • Urgent attention needed
  • Hiring recommendations

Optimal Staffing

  • No special highlight
  • Adequate coverage
  • Efficient scheduling
  • Budget compliant

Gap Detection ​

Automatically identify:

  • No manager on duty
  • No chef scheduled
  • Insufficient floor staff
  • Missing key roles
  • Compliance issues

Suggested Actions ​

System recommendations:

  • Add staff during busy periods
  • Reduce staff during quiet times
  • Balance experience levels
  • Ensure role coverage
  • Optimize labor costs

Shift Swaps & Requests ​

Staff-Initiated Swaps ​

When staff request swaps:

Timeline Display

  • Original shift highlighted
  • Swap request indicator
  • Proposed replacement
  • Pending approval badge

Manager Actions

  1. Review swap request
  2. Check replacement qualifications
  3. Verify availability
  4. Approve or deny
  5. Automatic notifications

Shift Pickup ​

Available shifts:

  • Open shifts displayed
  • Staff can claim shifts
  • First-come basis or approval
  • Automatic assignment
  • Notification sent

Conflict Detection ​

Automatic Warnings ​

System alerts for:

Scheduling Conflicts

  • Double-booked staff
  • Overlapping shifts
  • Back-to-back shifts (no break)
  • Schedule violations

Labor Law Compliance

  • Excessive hours
  • Insufficient rest periods
  • Overtime thresholds
  • Minor working hours
  • Break requirements

Availability Conflicts

  • Staff marked unavailable
  • Time-off requests
  • Holiday conflicts
  • Personal constraints

Qualification Issues

  • Unqualified for role
  • Missing certifications
  • Training requirements
  • Experience levels

Filtering & Searching ​

Filter Options ​

Narrow timeline display:

By Staff

  • Specific individuals
  • Multiple selection
  • Teams/departments
  • Role types

By Role

  • Managers only
  • Kitchen staff
  • Front-of-house
  • Specific positions

By Venue

  • Single location
  • Multiple venues
  • All locations
  • Venue groups

By Status

  • Confirmed shifts
  • Pending shifts
  • Unassigned shifts
  • All statuses

Search Function ​

Quick find:

  • Search by staff name
  • Search by shift notes
  • Date range search
  • Advanced filters

Printing & Exporting ​

Professional printouts:

  1. Click Print or Export
  2. Select date range
  3. Choose view (staff list/timeline)
  4. Select information to include
  5. Print or PDF

Print Options

  • Landscape/portrait
  • Color or black & white
  • Staff photos included
  • Contact information
  • Shift notes
  • Summary statistics

Export Formats ​

Download schedule:

PDF

  • Formatted timeline
  • Professional appearance
  • Easy distribution
  • Print-ready

Excel/CSV

  • Data export
  • Further analysis
  • Payroll integration
  • Custom reporting

iCal/Calendar

  • Import to calendar apps
  • Staff personal calendars
  • Automated sync
  • Reminders included

Mobile Access ​

Mobile Timeline View ​

Optimized for phones:

  • Touch-friendly interface
  • Pinch to zoom
  • Swipe to navigate
  • Simplified layout
  • Essential information
  • Quick actions

Staff Mobile App ​

Employees can:

  • View their schedule
  • Request time off
  • Swap shifts
  • Clock in/out
  • Receive notifications
  • Update availability

Real-Time Updates ​

Live Sync ​

Automatic updates:

  • Changes appear immediately
  • Multi-user collaboration
  • No page refresh needed
  • Conflict prevention
  • Version control

Notifications ​

Stay informed:

  • Shift assignments
  • Schedule changes
  • Swap requests
  • Coverage alerts
  • Overtime warnings
  • Compliance issues

Integration ​

Time Clock Integration ​

Connect with:

  • Clock in/out systems
  • Actual vs. scheduled hours
  • Attendance tracking
  • Late arrivals
  • Early departures
  • Break tracking

Payroll Systems ​

Export to:

  • Payroll software
  • Hour calculations
  • Overtime tracking
  • Labor cost reporting
  • Employee records

Best Practices ​

Effective Timeline Use ​

  1. Check Daily - Review each day's coverage
  2. Plan Ahead - Schedule 2-4 weeks in advance
  3. Monitor Gaps - Address coverage issues quickly
  4. Color Code Consistently - Use standard color scheme
  5. Keep Updated - Make changes as needed

Optimal Scheduling ​

  1. Peak Coverage - More staff during busy periods
  2. Experienced Mix - Balance new and experienced staff
  3. Role Distribution - Ensure all roles covered
  4. Avoid Overtime - Plan within budget
  5. Staff Preferences - Consider availability when possible

Communication ​

  1. Publish Early - Give staff advance notice
  2. Confirm Changes - Verify staff received updates
  3. Document Notes - Add context to shifts
  4. Request Feedback - Listen to staff input
  5. Be Consistent - Predictable scheduling

Troubleshooting ​

Timeline Not Loading ​

If timeline won't display:

  • Check internet connection
  • Refresh browser
  • Clear cache
  • Try different browser
  • Contact support

Changes Not Saving ​

If edits aren't being saved:

  • Check connection status
  • Avoid rapid changes
  • Save frequently
  • Check permissions
  • Review error messages

Staff Not Seeing Updates ​

If staff don't see schedule changes:

  • Verify notifications enabled
  • Check email/SMS delivery
  • Confirm staff account active
  • Ask them to refresh
  • Check app version

Conflicts Not Detected ​

If warnings not appearing:

  • Check settings enabled
  • Review conflict rules
  • Verify staff profiles
  • Update labor law settings
  • Contact support

Support ​

Need help with Rota Timeline?

Visual Planning

Timeline view is ideal for identifying patterns, gaps, and optimization opportunities at a glance. Use it as your primary scheduling tool.