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Rotaville Announcements

Check back here for the latest announcements about Rotaville. To follow-up with your own comments please post to the Rotaville General Discussion forum.

Visible to Everyone

As you might have already seen, we've added a new control at the top of the web rota view that allows you to view Holidays Only or Shifts Only or the regular view of Shifts & Holidays.

You could combine the Holiday Only view, with Month view, and with a filtered by-employee view to quickly locate Holidays and Holiday Requests for a given employee.

Holidays Only View of the Rota

We've changed the visual design of the employee record dialogs ( when viewing, editing, or creating a new employee, client or resource record ).

Although this now looks very different, there has been no changes in functionality.

Rota Managers are now able to quickly and easily view the historical Activity log for an individual shift or assignment by clicking on the Activity (heartbeat) icon in the shift details dialog box.

More information and features will be added to these Activity views soon.

These Activity views will also be coming to our mobile apps soon.

Activity Controls

Most users receive an email notification when a new memo is posted ( configurable in each user's personal Settings ).

Email notifications are now also sent when a new response is posted to one of your memos.

We've updated a few small things over the weekend, and as a result, Rotaville should be running just a little bit faster for you now.

Resources and Clients can now be deactivated. This is just like deactivating employees.

A deactivated resource or client will not appear in the shift assignment menu on the mobile shift assignment screen.

Historical shift assignments for deactivated resources and clients will remain on the system until the resource/client is fully deleted ( or until the normal 12-month historical deletion of the shift occurs).

The latest software update for Rotaville is now live! Included in this release:

Allow Shift Agreements to be Declined

This new Workplace Setting controls if employees are allowed to set their 'Shift Agreements' to declined (and pre-declined). Turning this setting off will cause 'Shift Agreements' to be accept (and pre-accept) only for all employees.

Allow Pre-Assignment-Agreements

This new Workplace Setting controls if employees are allowed to set 'Shift Agreements' on shifts that they are not yet assigned to, i.e. allowing them to pre-accept and pre-decline. Turning this setting off will then only allow employees to accept and decline shifts to which they are already assigned.

(Note: If the Workplace Setting 'Shifts Visible to Employees' is off then employees will only see their own shifts and so can't pre-accept/pre-decline other shifts regardless of the 'Allow Pre-Assignment-Agreements' setting).

(A Reminder: The Workplace Setting 'Use Shift Agreements' can be used to remove the Shift Agreements feature from the workplace.)

Auto Confirm Shifts Days Before

This new Workplace Setting can be used to automatically confirm shifts a selected number of days before each shift is scheduled to begin.

It's good practice for rota managers to confirm shifts (rather than leave them with draft status) and this setting can be used to automatically confirm shifts when they have not already been manually confirmed (i.e. by clicking on the clock-face icon).

Draft Shifts Visible

This new Workplace Setting controls if employees can see shifts that are currently in draft status. Setting 'Draft Shifts Visible' to off will allow rota managers to plan and schedule new shifts without allowing employees to see them until they are confirmed. The draft shifts are hidden from employees.

When 'Draft Shifts Visible' is set to off then the other Workplace Setting 'Auto Confirm Shifts Day Before' is automatically turned on. This is to make sure the shifts will be visible to the employees at some stage (in case the rota manager forgets to confirm the shifts).

Warn About Empty Shifts

This new Workplace Setting, when turned on, will cause empty shifts (i.e. shifts without any employees assigned) that are scheduled to begin within the next 48 hours to flash with a red warning colour on the rota view.

When I'm a manager, email me warnings about empty shift

This new personal setting for each manager causes a warning notification email to be sent about empty shifts in the next 48 hours. The Workplace Setting 'Warn About Empty Shifts' must also be on for these warning emails to be sent.

Empty Shift Notifications for Managers

This new App setting (iPhone and Android) for each manager will cause push notifications to be sent to their phone warning them about empty shifts in the next 48 hours. The Workplace Setting 'Warn About Empty Shifts' must also be on for these warning notifications to be sent to the Rotaville app.

Resource/Client/Employee Double Assignment Settings

Previously Rotaville would mark any double-booked assignment with a strike through the employee name ( and resource or client names).

Three new Workplace Settings have been added to better control what happens with a double assignment, 'Resource Double Assignments', 'Client Double Assignments', and 'Employee Double Assignments'.

Each of these Settings can be set to:

  • warn - Double assignments can be made, but Rotaville will mark them with a strike-through the name. This is the default Rotaville behaviour.
  • allow - Double assignments can be made. Rotaville will not mark or warn about these double-booked assignments.
  • block - Double assignment is not allowed. If the resource/client/employee is already scheduled then their name will not appear in the shift assignment menu for any conflicting shifts.

Using the allow setting is useful for when it's okay for 'Resource' or 'Client' records to be assigned concurrently.

When the block setting is used there are still some circumstances when a double-booking might occur (such as automatically repeating shifts), should this happen then the double assignments are shown with the traditional strike-through treatment.

UI updates

Employee availability ( free/busy (red/green boxes )) and employee 'Shift Agreements' ( accept/decline (tick/cross marks)) are now shown side-by-side.

Performance Improvements

Many under-the-cover updates were made which makes this the fastest version of Rotaville ever!

Mobile App updates

Updates to our iPhone App and Android App containing many of the above updates will be available in the next few days.

If you spot any problems or suspect something isn't working right then please let us know - support@rotaville.com

The rota web view can can filtered by employee (or client, or resource) by clicking the filter(funnel) icon in the Employees menu.

Now, when creating a new shift in the filtered view, the corresponding employee (or client, or resource) is automatically assigned to the new shift!

This update should save rota managers with many employees or clients a lot of time.

The "Display" mode option is useful for displaying the Rotaville rota in your workplace on a high resolution projector or digital screen or TV.

Rotaville automatically reloads it's data after 5 minutes of inactivity. Now, if the hour has also changed it does a full page reload - this will cause the day displayed to update just past midnight.

Many Rotaville users & workplaces are using the Memo system for staff communication.

We've just made a round of fixes and improvements to Memos - they are now faster and more reliable.

A new feature of 'Support Memos' has been added - we will occasionally send these when we need to communicate important information to you.

This week's mobile App updates ( Version 4.10.5 ) also includes memo fixes and improvements.

It's now possible to print a rota, schedule, or a csv report over a custom date range. Choose the Select Custom Period option in the Print menu.

By selecting the same date for the custom period First Day and Last Day you can print a Rota, Schedule, or CSV Report for a single day.

By selecting different dates for the First Day and Last Day you can print/report over any custom date range you need, including multiple weeks or months.

Custom date ranges are now also available when printing from the Rotaville mobile App on iPhone and Android.

Rota printed over custom period CSV shift report over custom date range on Rotaville

The Rotaville Rota App for iPhone and Android has now been updated to version 4.9.6.

This release includes faster performance, many small bug fixes and improved navigation!

Store links:

Rotaville Rota App for iPhone on Apple App store

Rotaville Rota App for Android on Google Play store

Please update your app installs (if you have not already done so).

If you find the Rotaville App useful then please leave a nice review for us on the App store.

If you have any problems or feedback then please contact support@rotaville.com.

A new feature has been added to the rota view. National holidays such as Christmas and New Year can be display on the rota.

Each user can choose the which national holidays they want to see displayed on their rota view.

On the rota they appear something like this....

Employee Schedule with National Holidays

And in Settings from the Home page the holidays to be displayed can be selected.

Rota Holiday Settings

National holidays are now also available on the Rotaville mobile site and will be available on the mobile apps soon.

A new Workplace Setting is now available which controls if different colors are used for Employees (and Clients & Resources).

The Employee colour schemes can be disabled so that all employees are the same colour ( and all Clients and all Resources).

Leaving Use Employee Colors switched on (the default) is probably the best thing to do.

Employee Colour coded rota setting

A new Workplace Setting is now available which controls the photos used for Employees (and Clients & Resources).

These Employee photos can be turned off completely or set to use only uploaded photos (without the default random photos normally used on Rotaville).

Online rota photo settings

Many workplaces on Rotaville do not the Shift Agreements feature ( that is the employee tick/cross pre-accept/accept and pre-decline/decline feature).

Also many workplaces do not use the Availability feature (that is the employe free/busy red/green feature).

Up until now managers could simply tell their employees to ignore these functions.

Now two new settings have been added to Workplace Settings to disable or enable these features completely for everyone in the workplace.

New Workplace Rota Settings

A new setting is now available in Workplace Settings to control which days of the week are displayed on the weekly web view of the rota.

All week days of the will still be displayed on the Monthly view and on mobile.

Display only some days on the weekly work rota

Up until now all shifts have been created in a draft status. The clock face icon on a shift (or the clock face icon in the daily/weekly row header) needed to be clicked in order to confirm the shift.

A new setting has been added to Workplace Settings that will allow shifts to be created with the Confirmed status by default.

Confirmed Status for New Shifts

Rotaville users can now choose to have the popular daily email notification of upcoming shifts in the next 7 days sent to them only on selected days of the week.

These new email day settings can found in Settings.

Daily email reminder of scheduled shifts

Employee/Client/Resource records can be set to some new manual colour selections...

These new colours are now available on the Rotaville web and mobile sites. The new colours will be added to the mobile Apps soon.

Employee Record manual colors