Scheduler Settings control how your rota behaves across the whole group: what planners see on the scheduler, which safeguards and warnings are applied, and how labour is costed against locations.
Most options are set once during implementation and then only changed occasionally if your processes evolve.
Accessing Scheduler Settings
Go to Admin Console in the Rotageek web app.
Select Scheduler Settings from the left‑hand menu.
Adjust the settings you need, then click Save at the bottom of the page.
Setting definitions
The table below explains each option currently visible on your Scheduler Settings screen.
Setting | What it controls |
Week starts on | Defines which day is treated as the first day of the scheduling week (e.g. Monday). This drives how weeks are displayed on the scheduler and how weekly totals and patterns are calculated; changing it after go‑live can be disruptive so should be done with care. |
Show leave in Demand Graph | When turned on, approved leave is overlaid on the demand graph so planners can see where people are on leave alongside demand curves, helping them judge if staffing still matches forecast demand. |
See employee’s pay information on Scheduler | Allows managers to view employee pay information and shift costs directly on the rota (where that data is part of your configuration), so they can consider cost impact while scheduling. |
Show ‘Existing Shifts’ first | Prioritises already‑created or previously published shifts when viewing or editing a schedule, so planners clearly see existing commitments before adding or changing shifts. |
Display public holidays | Shows public holidays on the scheduler timeline. This makes it easier to spot busy or restricted days and plan staffing appropriately. |
Lock schedule | When enabled for a period, prevents further changes to the rota (for example after payroll cut‑off). Use this once you are confident the week is final and ready for timesheets and payroll. |
Edit/add leave on Scheduler | Lets authorised users create, edit or remove leave directly from the scheduler view instead of only through the Leave module, speeding up changes while planning rotas. |
Fixed salaried costs | Treats salaried employees as fixed‑cost entries in totals rather than costing them by the hour. This can simplify cost views when you mainly want to focus on variable/hourly labour in comparisons. |
Include non‑budgeted jobs in totals | If enabled, tasks or jobs that do not have an explicit budget still contribute to total hours and cost calculations; if disabled, those “unbudgeted” jobs are excluded from those totals so comparisons focus on budgeted work only. |
Use demand | Switches on demand‑based features such as demand graphs and demand‑driven scheduling/forecasting. If turned off, those demand visuals disappear and, in demand‑based implementations, autoscheduling may behave differently because it is no longer using demand curves. |
Show budget in hours total bar | Adds budgeted hours into the hours total bar on the scheduler, so planners can directly compare scheduled hours vs budget from within the rota view. |
Exclude salaried users from budget variance | Removes salaried staff from budget vs actual variance calculations. This is useful where you want budget variance to focus on flexible/hourly labour rather than fixed salaried costs. |
Show schedule analysis sidebar | Shows the schedule analysis sidebar/tools alongside the rota, giving planners a quick way to review metrics and analysis without leaving the scheduler. |
Allow multi location shifts | Allows a single shift to span multiple locations in supported setups (for example where an employee works across two sites in one continuous shift). If disabled, each shift must belong to a single location. |
Show scheduler warnings | Enables Scheduler Warnings: the rota shows icons and counts where an employee’s schedule breaches their rules (such as maximum hours or minimum shift length), and the Warnings panel lets you review, filter and drill into issues by employee and breach type. |
Shifts are costed to – User’s Primary Location / Worked Location | Controls which location receives the labour cost for each shift in reports and budget views: either the employee’s primary/home location or the location where they actually worked that shift. Choose the option that matches how your finance and payroll teams expect labour costs to be reported. |
Note: Set “Week starts on” carefully – changing this later can affect reporting and how staff understand their rotas, so align it with your organisation’s working or financial week before go‑live.