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Workforce Rota Builder & Rota Distribution Notifications · How-to guide

Workforce Rota & Notifications overview

Use the v1.2/v1.3 code-backed rota workspace for settings, employee availability, compliant shift building, distribution, amendments, cancellations and logs.

Audience: HR administrators and authorised managersPermission: Human Resource Management: ViewModule v1.3.0
Exact navigation Admin Area → Human Resources → Workforce Rota & Notifications
Code-backed scope These instructions follow Human Resource Management v1.3.0. Use only controls visible to your permission level and confirm the saved record or audit entry after every action.

What you need before you start

  • Access to Admin Area → Human Resources → Workforce Rota & Notifications.
  • The Human Resource Management: View capability or administrator access.
  • The correct employee, record, period or authorised evidence.

How to do it

  1. Open the workspace.
  2. Configure Notification & Builder Settings.
  3. Record employee availability.
  4. Create a rota for one Monday-to-Sunday week.
  5. Save draft, publish, schedule once or mark it for weekly automatic distribution.
  6. Use Copy next week, Send now, Amend or Cancel as required.
  7. Review Delivery Log and Audit Log.

Fields and options

SettingsRTW recipients, rota recipients, weekly schedule and builder defaults.
AvailabilityEmployee/date status and optional time window.
Rota builderHeader, quick pattern and shift rows.
RegisterReference, week, status, version and actions.
LogsPer-recipient delivery and staff/system audit events.

What the module checks

  • The action is permission-aware.
  • Required values must pass the exact server-side validation.
  • Verify the saved record and audit/log result.

What happens next

The module saves the permitted change and records the resulting status, version, delivery or synchronisation evidence. Reopen the relevant register and verify it.

Troubleshooting

  • If the control is missing, confirm the required HRM permission and module version 1.3.0.
  • If saving fails, correct the exact field or state named in the validation message.
  • If an email/automation is missing, review the module delivery/audit log and host cron/mail settings.
HR data safety Restrict identity, right-to-work, payroll, bank, health, disciplinary and document information to authorised staff. Do not place protected values in free-text notes, email recipients or screenshots.
Browse connected topics: workforce rota builderrota distribution notifications
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