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Creating Rotas

The Rotas section of KOBAS allows you to plan your labour on a weekly basis, in each of your venues. For small teams this kind of planning may seem straightforward, but in bigger venues with many roles to be staffed each day, it can be a more complex business.

KOBAS helps you plan your resource and your labour spend, quickly and efficiently. Regardless of team size KOBAS gives you the tools to create an efficient rota while ensuring you have up to date, accurate costs in your reports.

Getting Started.

When creating a new weekly rota you have a few options to get you going. Pick the date and venue, then choose whether you would like to create a new rota, clone an existing one, or work from a template. Each method has its own benefits, which gives you a wide array of options to cover your staffing needs.

Custom Or Template?

Custom Rotas allow you the greatest flexibility in creating your weekly rota, as there is no set structure; all you need to do is input a start and end  time for the members of staff you wish to work each day, and then save. There are extra options that will give you greater detail if you wish, with the added bonus of no restrictions to what you can create. This option is best for small teams, where roles are flexible, or where shift patterns may be inconsistent due to seasonal trade; at Christmas, for instance.

And remember, you can also clone existing rotas from previous weeks and edit them. This is a great time saver when you only have a few changes to make.

Rota Custom

For locations that have a fairly consistent trade pattern, it can be helpful to create a template in advance; essentially creating a map of required staffing time slots ready for you to drop your team members into. You can also assign roles from the skill matrix to slots, to ensure that the right people are in the right place, at the right time.

Template Rota

Creating And Using A Custom Template.

Under Rotas > Templates, select New Rota Template. From here you can assign a name to the template and choose which venue it will apply to.  You can now add in the desired shift times, as well as the rota roles that can be assigned to each slot.

Once your template is built you can access it from the New Rotas screen (Rotas > Rotas > New Rota). From here, you can simply select a member of your team by clicking their name, and then add them to the correct slot by clicking the shift. If you select a shift that this member of staff is not authorised to work, then KOBAS will warn you that they aren’t able to fulfil the role.

This ‘point-and-click’ system is ideal for team where everyone has clearly defined roles; if your venue is a restaurant, and you need a Head Chef, Sous Chef, and Commis Chef on every day of the week; you can quickly assign the essential daily roles, without having to create the shift each time. If you have a special event on a day, you can still add an extra shift using the Add Another Shift button.

If you save a rota before all of the shifts have been filled, then the rota will be saved as a draft; this means that you can come back to your shifts at any point without publishing. If you don’t need to use all of your shift slots, simply delete the unused shifts by selecting the x on the shift’s box.

Creating a Custom Rota

As explained above, the custom rota screen allows you to create a rota without any of the restrictions associated with a template rota. It also breaks down the working week by person, rather than by shift. So, if you have staff who work specific days, it’s very simple to assign their shifts and then fill in the blanks. If your staff work set hours, you can create shift patterns by first accessing Administration > Rota Shift Patterns.

After selecting the drop-down menu entitled “NO SHIFT,” you will see a list of all the shift patterns that you have created. This allows you to quickly apply hours to each member of staff. The drop-down below this, “NO ROLE,” allows you to apply a Rota Role (created in Administration > Rota Roles); here, custom rotas differ from rota templates, as you can assign a role to a member of staff, even if they don’t currently possess this within the skills matrix of their staff profile.

As the restrictions in place within a template rota are not included in a custom rota, you can create whatever you like. This also means that if you save a rota, it will publish a completed copy, rather than a draft. If you need to make any future changes, this can be made using the Edit Rota button found on the completed rota.

Cloning Rotas

If your staff work the same hours each week, or you only need to make a few small changes, why not clone the rota you wish to copy?

When creating a rota, simply select Clone an existing rota and then use the drop-down menu to select the week you wish to copy. This will clone all of the shifts, as well as the staff assigned to each slot. As with any other rota, you can edit as appropriate.