Rotas – WorkDo Dash SaaS Add-On Guide

Introduction

The Rotas Management Add-On is an employee scheduling platform with a visual, colour-coded dashboard for workforce planning. It draws its employees, shifts, holidays, and approved leave live from the HRM add-on and lets managers build a weekly shift grid, publish it, and share it with staff, by email, shareable link, or downloadable PDF/Excel file.

Dependency Notice: The Rotas Add-On is dependent on the HRM Add-On. If the HRM Add-On is disabled, the Rotas Add-On will not function. Ensure that the HRM Add-On is activated to utilize the Rotas features.

How to Install the Add-On?

To Set Up the Rotas Add-On, you can follow this link: Setup Add-On.

How to Use the Rotas Add-On?

Rotas Dashboard

• After logging in, the Rotas dashboard displays your complete scheduling overview. Key statistics show Total Employees, Total Rotas, Published Rotas, and Pending Rotas (Current Month).
• The monthly calendar view displays scheduled shifts and leave with colour-coded entries: blue for working shifts and red for leave. Calendar navigation includes previous/next arrows, a Today button, and Month/Week/Day view toggle options.
• When multiple employees have entries on the same day, the calendar stacks them vertically and shows a “+x more” indicator to view the remaining entries.
• The Current Month Rotas panel lists upcoming entries with employee name, date, and time, along with a status badge, shift for working shifts, or Leave for approved leave.

Manage Rotas

• The Manage Rotas page displays a weekly schedule grid with employees listed in rows and dates (Monday to Sunday) in columns.
• Use the Search Employee field with the Search button to locate a specific employee, or filter using the All Branches, All Departments, and All Designations dropdowns (these are generated from System Setup). Click Clear Filters to remove all applied filters.
• Date navigation arrows let you move to the previous or next week; the current week range is shown alongside a publish status badge.
• Each grid cell shows one of the following:
• An existing shift entry with its time range and description/note.
• A leave entry showing the leave type (half day, full day).
• A Day Off label on an employee’s non-working day.
• A + button on empty, available cells, used to add a new shift.
• Hovering over an existing shift entry reveals Edit and Delete icons.
• Action icons in the top right provide quick access to Share Schedule, Publish Week, Download Rotas, Send Mail, and Copy Rotas functionality.

Creating a Rota (Shift)

• Click the “+” button on any employee/date cell to open the Create Rota modal. The Employee and Date are shown at the top and cannot be changed.
• If the employee has a night shift configured, a quick-fill banner appears (e.g., “Night Shift: 22:00 – 06:00”) with a Use button to auto-fill the start and end times.
• Choose the Work Type:
• Manual – enter Start Time and End Time, an optional Till Date (to repeat the shift daily up to a chosen date), and a Description for the shift.
• Project – this option only appears if the Projects add-on is enabled. When it’s turned on, enter Start Time, End Time, and an optional Till Date, then select a Project from the dropdown, which lists every project that’s been created. Once you pick a project, the Task dropdown automatically updates to show only the tasks that belong to it.
• The Existing Rotas section expands to show a count of shifts already scheduled for that employee on that date.

Publishing the Week

• Click the Publish icon (tooltip: “Publish Week”) in the top-right action bar to make the current week’s shifts visible to employees.

Sharing the Schedule

• Click the Share icon (tooltip: “Share Schedule”) to open the Share Schedule modal.
• The modal confirms the date range being shared (e.g., “Create a shareable link for the schedule from 2026-09-07 to 2026-09-13”).
• Add an optional Description for the shared schedule.
• Enable Set expiry date to make the link expire automatically, and/or Password protect to require a password to view it.
• Click Cancel or Create Link to generate the shareable link.

Downloading Rotas

• Click the Download icon (tooltip: “Download Rotas”) to open the Download Rotas modal for the currently displayed date range.
• Choose the export format: PDF or Excel.
• Under Select Employees, tick individual employees or click Select All.
• Click Cancel, or Download PDF / Download Excel to export the file.

Emailing the Schedule

• Click the Send Mail icon (tooltip: “Send Mail”) in the action bar to email the current schedule to the relevant employees.

Copying a Week

• Click the Copy icon (tooltip: “Copy Rotas”) to open the Copy Week modal.
• The Source Week is pre-filled with the week currently shown in the grid; select the Target Week you want to copy it to.
• An info panel explains that the system will:
• Copy applicable employee rotas
• Skip holidays
• Skip approved leaves
• Skip non-working days
• Click Cancel or Copy to duplicate the week’s shifts into the target week.

Manage Work Schedules

• The Manage Work Schedules page lets you configure working days for individual employees, overriding the company-wide schedule for that person.
• Select an employee from the dropdown in the top right, then click Save Changes to apply edits.
• The Schedule for [Employee Name] section lists each day of the week (Monday–Sunday) with a toggle switch, On for a working day or Off for a day off. Days that are disabled at the company level are shown with a Disabled label and cannot be toggled.
• The Summary panel on the right shows the Working Days count with a green-dot list of working days, and the Off Days count with a red-dot list of off days.