The Scheduler is where you build, review, and manage employee shifts in Rotageek. It brings together your people, locations, coverage, and costing information in one place so you can plan each week with confidence.
Please note that some options in the Scheduler depend on your access level, permissions, and feature flags.
What you can see in the Scheduler
When your schedule has been populated, the main calendar shows the shifts that have been scheduled for your employees. It also includes any leave that has been added to the system.
Understanding Employee Information on the Scheduler
On the left-hand side of the Scheduler, you will see:
Your employees, including useful scheduling details such as their name, maximum hours, position and skills
Cost information for scheduled shifts where employee pay data is available
Rotageek uses colour coding to help you understand how scheduled hours compare with each employee’s contract settings:
Green: the employee is scheduled for their exact contracted hours
Red: the employee is below contracted hours or above maximum hours
Amber: the employee is above contracted hours but still below maximum hours
This gives you a quick visual way to spot where action may be needed.
Navigating the left-hand menu
The left-hand side of the Scheduler helps you move around your schedule and focus on the right locations and people.
Here are a few things you can do:
Browse the list of locations you have access to
Expand an area if your company uses location hierarchies, so you can see the locations within it
Look for the padlock icon to identify read-only locations
Select a location to focus your schedule view on that part of the business
Review the employee list shown for the selected location, including details such as position, skills, maximum hours and, where available, costing information
Using filters
Filters help you focus on the part of the schedule you need to work on.
You can filter by things like tasks and positions to narrow the schedule to only the employees who match that criteria. These filters also interact with the demand graph, making it easier to review the right information for the area you are planning.
You can also use your filters to view specific tasks and positions which will filter down the schedule to only show the employees who meet the criteria. This will also interact with the demand graph.
View options
The View menu in the top-right corner lets you personalise how the Scheduler looks.
Available options can include:
Location view: switch between viewing locations one at a time or as a merged view
Zoom preferences: zoom in or out depending on how much detail you want to see
View settings: choose which shift details and employee details are shown
Audit trail: turn this on to view historical changes made to shifts
Availability display: hide availability if you do not need to see it
Employee visibility: hide employees who have not yet started or who are away for the full week, such as those on maternity leave
Tools menu
The Tools menu gives you quick access to actions that help you manage the schedule more efficiently.
Depending on your permissions and setup, you may be able to:
Copy a scheduled week into one or more future weeks
Print the schedule
Undo an Autoscheduler run if your company uses Autoscheduler
Send gap shifts
Bulk delete a schedule
Budgets and costings
If your company uploads budgets into Rotageek and stores employee pay data in the platform, you can use the Scheduler to monitor labour cost and budget performance.
Along the top of the Scheduler, for each day, you can view:
The number of people scheduled
The number of people on leave or off sick
Scheduled hours compared with target hours
The cost for that day
At the bottom of the Scheduler, you may also see:
Scheduled hours versus budget
Budget comparisons by task, if your setup includes task-level budgets
Location cost totals, where pay rates are available
A breakdown of shift costs and leave costs
If more detailed budget data is available in your setup, the budget drop-down can show scheduled hours, leave, and whether you are over budget or over demand.
Cost breakdown
Some companies may also have access to an enhanced cost breakdown view in the Scheduler.
This feature is controlled by the TimesheetCostCalculations feature flag and also requires permission to view payroll information on the Scheduler.
When it is enabled for eligible groups:
Total costs in the Scheduler include allowances and all-purpose allowances, giving you a more complete view of the planned cost of the rota
Selecting the total cost opens a detailed cost breakdown
The breakdown shows contributory and non-contributory payroll codes in separate sections
Scheduler costs are based on scheduled shifts, while Timesheets costs are based on actual worked time
Because of this, you may notice one of two outcomes when comparing Scheduler and Timesheets:
If scheduled hours and actual worked hours are the same, the totals should match
If actual worked hours are different from the schedule, the totals may differ because the Scheduler shows planned cost and Timesheets shows actual cost
Salaried user behaviour will continue to follow your existing settings. For example, whether salaried costs are included depends on settings such as Fixed salaried costs, and budget variance behaviour remains unchanged where salaried users are excluded from variance.
If you do not see this breakdown, it may not yet be enabled for your group, or you may not have the required permission. Please contact your Customer Success Manager if you want this enabled for your group.
Summary
The Scheduler helps you plan shifts, review coverage, manage gaps and keep an eye on hours, budgets and labour cost in one place. Using filters, view settings and tools together can make it much easier to focus on the right part of the schedule and make changes quickly.