Copy a week of shifts
Fill a week from another week’s shifts on the web: last week, next week, or any two weeks, for every area or only some.
Most weeks look like the one before. Copying brings a week’s shifts across, the same people at the same times on the same days, and you change what is different. This is on the web only.
On the web
Go to Rota & team, then Rota
- Go to the week you want to fill, or the week you want to copy from.
- Press Copy or fill week. The Fill a week box opens, with the dates of the week you are on at the top. That week is “This week” in the box.
- Pick a card. Each shows how many shifts it would bring.
- Copy to next week takes this week’s shifts to the week after.
- Copy last week brings the week before onto this one.
- Any two weeks lets you choose From and To, up to eight weeks either side, and under Areas copy only some areas. All areas is the default.
- Press the button at the foot, which reads Copy 24 shifts with your own number. It says Copied 24 shifts to 12 – 18 Oct and takes you to the week the shifts went to.
On a week with nothing on it, the rota also shows an Empty week box with Copy last week and Use a template. Either opens the same box on that choice.
What is left out
A shift is not copied when, in the week it is going to, its person:
- is already working then (Already working), on this rota or another location’s;
- has approved time off (Time off);
- is no longer on the team (Left the team).
The message afterwards counts them, for example “2 left out: 1 already working then, 1 on approved time off.” Those shifts need someone else. Add them by hand: Add a shift.
What happens next
- The copied shifts are added to whatever the week already has. Copying twice does not double the week, because the second copy finds everyone already working.
- Each shift keeps its area, shift type and note. It is costed at what the person is paid now.
- A week that has never been published stays a draft. Nobody is told until you publish it: Publish the rota.
If it doesn’t work
- “No shifts in 28 Sep – 4 Oct”, and Copy is greyed out
- The week you are copying from is empty, or has nothing in the areas you picked. Choose another week under Any two weeks.
- “Pick two different weeks”
- From and To are the same week.
- “No shifts were copied”
- Every shift was left out. The message under it says why.
- “Couldn’t copy the shifts”, with “This rota is published. Changing it takes the rota override permission.”
- The week you are copying to has gone out to staff. Ask a Location Manager or an Admin.
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