Edit or remove a shift
Change who works a shift or when, move it, or take it off the rota, and what is different once the week is published or the shift has started.
On this page
On a draft week you can change anything and nobody is told. Once the week is published, a change goes live as you save it and the person is told.
On the web: change a shift
Go to Rota & team, then Rota
- Go to the week and click the shift. The Edit shift form opens.
- Change what you need: Staff, Date, Shift type, Area, Start, End or Notes.
- Press Save. It says Shift updated.
To move a shift without opening it, drag it to another day. It says Shift moved.
On the web: remove a shift
- Click the shift.
- Press Delete. It goes at once, without asking, and says Shift deleted.
Undo, at the top of the rota, steps back through the changes you have made since you opened the page, a delete included. History lists every change made to the week and who made it.
On the phone
- Open Rota, go to the week and tap the shift.
- To change it, press Edit shift, make the change and press Save changes. It says Shift updated.
- To take it off the rota, press Remove. It asks Remove this shift? and says whether anyone will be told. Press Remove again. It says Shift removed.
After a change, an Undo button appears at the foot of the Rota screen. On a published week it asks first, because undoing also goes live.
What you can change, and when
- A shift on a draft week. Anyone who builds the rota can change or remove it. Nobody is told.
- A shift on a published week. It takes the “Change a published rota and shifts that have started” permission. Location Managers and Admins have it by default; a Supervisor can be given it.
- A shift that has already started. The same permission, whether or not the week is published.
- A shift whose timesheet is approved. Nobody can change or remove it until the approval is taken back. See How clocking and timesheets work.
Who is told
On a published week:
- Change the time or the day, and the person whose shift it is is told.
- Give the shift to someone else, and the new person is told they have a shift and the first person is told theirs has gone.
- Remove it, and the person is told it has gone.
They are told as you save, not when you next publish. Pressing Re-publish changes afterwards tells everyone on the week that the rota has been updated.
If it doesn’t work
- “This rota is published. Changing it takes the rota override permission.”
- The week has gone out. Ask a Location Manager or an Admin to make the change, or to give you the “Change a published rota and shifts that have started” permission.
- “This shift has started. Changing it takes the rota override permission.”
- The shift’s start time has passed. The same permission is needed.
- “This shift’s timesheet is approved. Take the approval back to change it.”
- The hours for this shift have been approved for pay. Someone who approves timesheets has to take the approval back first.
- “Shift conflict”, or the form says the person is already on a shift then
- The new time overlaps another of their shifts, here or at another location. Change the time or pick someone else.
- Save is greyed out on the phone
- On a published week the phone waits for an actual change before it lets you save.
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