Staff Rota Overview
More > Staff > Staff Rota
The staff rota and staff worklog look similar, but have different purposes:
Staff Rota: plan shifts in the future based on staff/occupancy requirements for each room
Staff Worklog: actual hours that staff members have worked
Shifts can be assigned in teaching, non-teaching and outdoor locations.
Create additional rooms: More > Rooms > + Create.
View past and future weeks on the rota by using the date picker at the top of the rota.
View Required Staff vs. Expected Staff
Staff Rota > Change filter at the top from 'All Rooms' to an individual room
Hover over the blue/red charts to show the staff expected and staff required throughout the day, so you can visually see when you are under or overstaffed in a room at a glance and efficiently plan your rota.
Click anywhere on the chart to see the children expected in and their session at that point in time.
The staff required is based on:
Child ratios for specific age groups (rota & occupancy settings)
Occupancy levels of children expected in (based on booking patterns & room moves)
Minimum staff required for a room in the room section (More > Rooms > click into room > Minimum staff required)
The staff expected is based on the shifts you have assigned in the room on the staff rota. Break times reduce the staff expected totals.
🌟Top tip: To view the graphs, please remember to filter by room. The graphs will not show if you are filtered by all rooms.
You can also view this information on the Staffing Overview widget on your Blossomboard.
Staffing flags
Staff Rota > filter for individual room > filter by day
Below the graph, select the blue arrow next to 'Staffing flags' to view where you have staffing issues on the rota for each day.
Expand the row to view the specific times you are under or overstaffed.
Assign weekly shifts
To assign staff shifts for the week use the add shift button or select a staff row if there are existing shifts. Then, input information for the following fields:
Activity (contracted, overtime or break).
Location (only applicable for working times).
Start and end time
Staff-child ratio
If the staff member is qualified with the setting 1:13 ratio switched on in their profile, they can take responsibility for more children of certain age groups (specified in the nursery settings).
Setting a ratio between 1:8 and 1:13 for the shift will impact the default staff-child ratio and the staff required for this time and room.
📌Click the 3 dots on a day to copy the shift times to all days for the week. The 3 dots in the table header can quickly remove all shift times for the week.
Copy shifts to future weeks
If you select Copy to other weeks > Update, you can specify which future weeks to copy the current week’s shifts to.
View Staff Shifts | Weekly & Daily view
Rota weekly view
The weekly view shows an overview of the shift times for staff members in a specific room.
The total weekly hours per staff member are listed under their name on the left side - this is broken down into work, break, holiday and sick leaves. The work total is their total working hours for the week (excluding breaks).
Rota daily view
The daily view gives a more detailed view of the staff shifts assigned in the selected room and day.
Choose the day of the selected week above the blue/red graph to view other days. A timeline makes it easier to view the staffing flags in the graph. Staff working hours will be reflected in the blue bars next to each name.
Export rota
More > Staff rota > 3 dots: Export
You can export a PDF or CSV file of your rota. The PDF file is more visual and can be used to send to staff members, while the CSV export gives you the raw data.
PDF Export
Room: Rooms to be included in the export.
Week: Week for the rota export.
Send to: Select the staff member to send the PDF rota to. You can also send the rota to all staff at once.
Send: Send individual shifts to each staff member so each staff member will only receive their own shift or include all staff shifts from the rota.
CSV Export
Send to: Select the manager or nursery administrator should the CSV export be emailed to.
Breakdown:
Daily: This is the most detailed breakdown showing staff member’s working hours for each day.
Weekly: Working hours are aggregated per week. This is useful to check if people have been assigned their total weekly contracted hours.
Total: Working hours aggregated for the total selected period.
Staff member: Select either all staff members or a specific staff member that export data should be for.
Report dates: Depending on your breakdown option, your export date period can be for months, weeks or days.
📌Top tip: Export both the worklog and rota using the same breakdown and report date to compare the actual and planned working times.
