Set a meeting
Put a meeting on the rota, say whether the time is paid, choose who is invited and send it, from the web or the iPhone.
On this page
A meeting is a stretch of a day at one location, with a title, the people invited and their answers. It is not a shift: it is drawn beside the rota as a dark block that says Meeting and its times, and it is not counted in the rota’s hours.
On the web
Go to Rota & team, then Rota
- Press Meeting above the rota, or the dashed + Meeting slot under the day you want. You can also press Meeting on the Meetings page under Rota & team.
- Type a Title, such as “Winter menu briefing”.
- Set the Day, Start and End. The keys under them (15m, 30m, 45m, 1h, 2h) set the end for you.
- Say Where, if it helps: “Upstairs”.
- Choose Paid or Unpaid. Neither is chosen for you.
- Tick who is invited. Everyone, an area or a position narrows the list, and Select all ticks everyone it is showing. Beside a ticked person, Co-host lets them help run the meeting.
- Add an Agenda and, under Files, anything people should read first (Add file).
- Press Send. It says Meeting sent and how many were invited.
On the phone
On the phone a meeting is set from the Rota tab. If you have no Rota tab, set it on the web.
- Open Rota, go to the week, and press the plus under the day, as if you were adding a shift.
- In the Add shift sheet, press Meeting. The meeting’s own sheet opens for that day.
- Fill in Title, Day, Start and End (or press a length), and Where.
- Choose Paid or Unpaid.
- Tick who is invited. Everyone, or a key for an area or a position, ticks its people.
- Add an Agenda and any Files, then press Send. It says Meeting sent.
Paid or unpaid
- Paid means the time at the meeting is paid at each person’s own rate. Nobody types a figure. After the meeting you tick who came, and anyone who was not already clocked in for that time gets a timesheet for it. See Say who came to a meeting.
- Unpaid writes no timesheets. The form puts a note beside it: Counts as working time. Whether a meeting should be paid is your restaurant’s decision.
If you are allowed to see pay, the form shows roughly what a paid meeting will cost. Nobody else is shown a figure.
When someone is busy
Beside a name the list says what the meeting overlaps for that person: on shift and the shift’s times, Off, Unavailable, or another meeting. Nothing is blocked, because a briefing is often meant to be inside a shift. You see only what you are allowed to know: shifts on a draft rota, for example, are shown only to people who build the rota.
What happens next
- You are the organiser, and you are down as Going.
- Everyone else is told in their inbox, and on their phone if notifications are on, and can answer Going or Can’t.
- A day before, anyone who has not answered is asked again. An hour before, everyone who has not said they can’t make it gets a reminder.
- The meeting is on the rota for its day, and on the invited people’s own screens.
If it doesn’t work
- There is no Meeting key
- You do not have the “Set meetings and invite people” permission at this location. An Admin can switch it on for a Supervisor or a manager.
- “Paid or unpaid?”
- Neither has been chosen. Pick one before you send.
- “Invite someone”
- Nobody is ticked. A meeting needs at least one other person.
- “That time has gone” or “Ends before it starts”
- The meeting has to end in the future, and the end has to be later than the start.
- Someone is not in the list, or “Everyone invited has to work here”
- Only people who work at the meeting’s location can be invited. That is their home location or one of their additional locations.
- “Up to 6 files” or “Files up to 10 MB”
- Take a file off, or add a smaller one.
- There is no dashed “+ Meeting” slot on a day
- The slot is offered on days that have no meeting yet, from today on. Use the Meeting key above the rota instead.
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