Documentation

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Setting up Rotamatic

Before you can start using Rotamatic you have to enter the job titles of the people in your workplace. For example a hotel might have job titles including chef, chambermaid, receptionist, manager etc. After entering these you can add the employees to the program.

Adding Job Titles

  1. Choose the Job Titles Page on the Main Panel.
  2. Click the green plus button at the top of the Job Titles Page.
  3. To change the name of the newly created job title click the smaller green plus button on the left hand side of this new job title. This will expand the job title to show a text box where a new name can be entered.
  4. Enter a new name for the job title.
  5. Enter a new three letter code for the job title, eg. for a manager job title you could enter mgr or for a chef job title you could enter chf.
  6. Click Save.

Deleting Job Titles

  1. Choose the Job Titles Page on the Main Panel.
  2. Select a job title by clicking on its name in the Job Titles Page. The job title will become blue when it has been selected.
  3. Click the green minus button at the top of the Job Titles Page.
  4. You will be asked for confirmation before the job title will be deleted.

If there are any shifts that were set to the deleted job title then these are switched to have a job title of 'No Job Title'. This empty job title cannot be deleted from the program.

Changing the Ordering Of Job Titles

Printed rotas are organised so that employees are grouped according to their job title. The stacking order of the job titles in the Job Titles Page controls the order they will be printed on a rota. A job title that comes at the top of the Job Titles Page will be printed at the top of a rota. For instance by setting the Manager job title to be at the top of the Job Titles Page it is possible to group the managers at the top of a printed rota.

  1. Choose the Job Titles Page on the Main Panel.
  2. Select a job title by clicking on its name in the Job Titles Page. The job title will become blue when it has been selected.
  3. Click the blue up or down arrow at the top of the Job Titles Page depending on whether you want to move the job title up or down the stacking order.

Adding Employees

  1. Choose the Employees Page on the Main Panel.
  2. Click the green plus button at the top of the Employees Page.
  3. To change the name of the newly created employee click the smaller green plus button on the left hand side of their name. This will expand the employee and show text boxes where the employee's name and job title can be entered. You can also enter other information for each employee including their rate of pay and minimum and maximum hours. Filling in this information is optional and the program works fine if you leave them empty.
  4. After you have entered the employee's details click the Save button below the text boxes.

Deleting Employees
  1. Choose the Employees Page on the Main Panel.
  2. Select the employee you want to delete by clicking within their details on the Employees Page. The employee will coloured blue when it is selected.
  3. Click the green minus button.
  4. You will be asked to confirm that you wish to delete this employee. Click the OK button.

When an employee is deleted all shifts that were allocated to them will be set to be Unallocated and all their periods of time off will be deleted.

Changing an Employee's Details
  1. Choose the Employees Page on the Main Panel.
  2. Expand the employee you want to delete by clicking the small green plus button to the left of the employee's name.
  3. Enter the information as required for the employee in the text boxes.
  4. Click the Save button.

Add a Secondary Job Title for an Employee

  1. Choose the Employees Page on the Main Panel.
  2. Expand the employee you want to add a secondary role for by clicking the small green plus button to the left of the employee's name.
  3. Click the green plus button next to the employee's job title.
  4. A secondary role will appear below the employees's primary job title.
  5. Use the blue arrow buttons beside this secondary role to set it to the desired job title.
  6. Further secondary roles can be added by clicking the green plus button again.

Delete a Secondary Job Title for an Employee
  1. Choose the Employees Page on the Main Panel.
  2. Expand the employee whose secondary role you wish to delete by clicking the small green plus button to the left of the employee's name.
  3. Click the green minus button next to the secondary role.

Changing an Employee's Colour
  1. Choose the Employees Page on the Main Panel.
  2. Double click the coloured box beside the employee's name.
  3. A window will appear where you can select a new colour for the employee.
  4. Click the OK button.

Adding Time Off Reasons

  1. Choose the Time Off Reasons Page on the Main Panel.
  2. Click the green plus button at the top of the Time Off Reasons Page.
  3. To change the name of the newly created time off reason click the smaller green plus button on the left hand side of this new reason. This will expand the time off reason to show a text box where a new name can be entered.
  4. Enter a new name for the time off reason.
  5. Enter a new three letter code for the time off reason.
  6. Click Save.

Deleting Time Off Reasons

  1. Choose the Time Off Reasons Page on the Main Panel.
  2. Select a time off reason by clicking on its name in the Time Off Reasons Page. The reason will become blue when it has been selected.
  3. Click the green minus button at the top of the Time Off Reasons Page.
  4. You will be asked for confirmation before the reason will be deleted.

If there is any time off that was set to the deleted time off reason then these are switched to have a reason of Unspecified. The Unspecified reason cannot be deleted from the program.

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