The Video Library

Short Screencasts and Video Help

Rotaville Rota Usage

Short video guides for All Employees and Managers.

1. 60 Second Tour

Get a rapid overview of Rotaville’s key rota‑planning features and benefits in just a minute

2. Employee Introduction

New employee walk-through - How to log in, check shifts, update availability, show interest and stay informed via the mobile app.

4. User Profile

Update your profile picture and decide which contact details are visible to managers or co‑workers.

5. User Settings

Configure email notifications, printing preferences and UI options such as call/SMS buttons and holiday display.

6. Availability

Mark when you’re available or unavailable in blocks or by hour and understand how managers use this information.

7. Employee Shift Interest

Show interest (willing or reluctant) for unassigned shifts so managers know your preferences.

8. Shift Agreements

Accept or (if allowed) decline assigned shifts to confirm you’ve seen them and discuss any issues with your manager.

9. Printing

Generate printable PDFs or CSV reports of rotas and various summaries with options for colour, orientation and page size.

10. Calendar Feeds

Create unique iCalendar feeds so your shifts automatically appear in your favourite calendar app.

11. Holiday Requests

Submit holiday requests by selecting a date range and optional comments; managers can then approve or modify them.

12. Memo System

Send memos to staff, allow replies and track who’s read them, with notifications via email or the mobile app.

13. Mobile Apps & Site

Use Rotaville’s mobile app/site to view rotas, memos and staff contacts, and adjust settings while on the go.

14. Chat for Employees

Message your managers privately, read and react to announcements, chat with the whole team and keep up on the mobile app.

Rotaville Rota Management

Video lessons for Workforce Owners and Rota Managers.

1. Quick Start Intro

See how new managers can add staff and create repeating shifts to get a workforce up and running fast.

2. Create a New Workforce

Set up a workforce by choosing business hours, shift precision and other basics, with options to edit later.

3. Creating Shifts

Discover how to build shifts, add titles and notes, set breaks, confirm or delete, assign staff and clone/repeat shifts.

4. Adding Employees

Create detailed employee records with contact info, unique IDs, holiday allowances, colours and manager privileges.

5. Assigning Employees

Use the assignment menu to allocate staff efficiently by checking hours worked, availability and interest while filtering or searching.

6. Draft and Confirmed Shifts

Understand the difference between draft and confirmed shifts and how to confirm or revert them individually or in bulk.

7. Multiple Rotas

Manage several rotas within a workforce for different teams, locations or clients, colour-code them, and decide if separate workforces are needed.

8. Cloning (Copying) Shifts

Copy shifts or patterns across days or weeks, with or without assignments, using drag‑and‑drop or a clone dialog.

9. Repeating Shifts

Set up repeating shifts weekly or monthly, include or omit existing assignments and manage how assignments propagate through the series.

10. Resources and Clients

Create client/resource records (with optional photos), assign them to shifts and filter rotas by client or resource.

11. Advanced Workforce Settings

Customise rota behaviour by choosing the week’s start day, hours display, shift‑time precision, assignment warnings, employee‑access rules and upload a workforce logo.

12. Invite Users

Invite employees to connect to Rotaville so they can view their schedules, manage their profile, set availability/interest and respond to memos.

13. Deactivate, Delete, and Disconnect Employees

Learn when to deactivate or permanently delete employee records, and how to disconnect a user so the record can be reused.

14. Account Upgrade

See how to upgrade your Rotaville account on a monthly subscription, using secure payment methods, to unlock more capacity and features.

15. Managers: Print and Export

Explore manager‑oriented print and CSV export options, including reports for shift details, hours summaries, empty shifts, holidays and sick leave.

16. Email Message and Rota

Use the Email tab to send a message with a full rota PDF attached to all employees, even if they aren’t connected accounts

17. Managing Holidays

Add holiday requests for employees, confirm them, handle conflicting shifts and optionally create a dedicated holiday rota.

18. Activity Stream

Review every change made to rotas and workforce via the Activity Stream, navigate by pages and view logs for specific shifts or assignments.

19. Employee View

Toggle the Employee View option to see the rota exactly as a regular employee would, verifying settings before switching back to manager view.

20. Employee Notes

Create, edit and archive private notes on employee (or resource or client) records, include them in printed records and keep sensitive info manager‑only.

21. Mobile Apps - Manager Usage

Use the mobile app to add and confirm shifts, assign or remove employees/clients/resources, add holidays or sick leave and manage workforce settings while out and about.

22. Chat for Managers

Turn on chat rooms, post announcements, reply in employees’ private rooms, use reactions and read receipts, and moderate messages with Strike Out or Delete.

23. Backups and Archives

Keep a nightly Google Drive backup of upcoming shifts and a monthly archive of past shifts, by Drive or email, and check the Activity Log.