Rotaready provides a powerful set of tools to help you efficiently manage departments, sites, and employee assignments across your organisation.
You’ll find clear, step-by-step instructions for common administrative tasks such as moving departments, updating employee roles, and adjusting default site settings.
While many management actions can be completed directly within Rotaready, some changes including creating or renaming departments must be carried out by the Rotaready support team. This article will walk you through what you can manage yourself and when to reach out for assistance.
Manage departments and sites
Department creation or renaming is not self-serve in Rotaready. These tasks must be handled by our support team on the backend. If you need to add or rename a department, you need to contact us.
📌Note: Make sure you have the appropriate permissions e.g., 'Full Access'.
If you need to move a department from one site to another, follow these steps:
Navigate to the Settings then click Site Manager section within Rotaready.
Organise and move the department to the desired site, adjust as necessary.
Adjust employee roles or departments
To update an employee's department or role within Rotaready:
Open the employee’s profile then navigate to the Employment
Click Appointments then select New Appointment section.
Fill in the required details such as
Staff Group
Job Role
Department or Site
Contractual Details
Effective Date set this to the change date.
Save the new appointment.
📌Note: On the effective date, all changes will apply automatically. If any shifts are already assigned to the employee in their current department or site, note these down, delete them from the rota, and add them back to the rota of the new site or department.
Handle backdated role or department changes
To backdate an employee’s role or department change:
Open the employee’s profile and go to the Employment tab.
Click Appointments then select New Appointment section.
Fill in the following details for the new appointment
Set the Effective Date to the required past date.
Save the appointment.
If the backdated effective date overlaps with existing shifts in the old department or site, remove or reassign those shifts first.
Change default rota assignments
If you need to change your default rota by assigning yourself to a different home department or site, follow the steps below:
Access your profile then navigate to Employment.
Click Appointments then click New Appointment.
Set the following:
Desired department or site
Relevant job role and contractual details, effective date.
Save the changes.
📌Note: All changes transfer automatically on the effective date. To manage rota shifts, note down your assigned shifts, delete them from the old site or department’s rota, and add them to the new one.