Opening Staff Rota…
Checking this device.
Staff Rota Live v3.9.14
Choose your venue, then sign in with your staff PIN. Viewing the rota does not clock you in.
Use your assigned four-digit staff PIN or administrator login.
Welcome,
🎓GCSE Courses
Upcoming GCSE Course bookings at your current venue.
Use Month for the rota overview and Day for one date. A red dot means bookings exist for that day. When requesting cover, choose one of your own future shifts.
Choose the shift you wish to be covered.
Tap one of your own future shifts in the Month calendar.
My profile
Update your own email and phone details here. Use the Staff Rota mobile app section below to install the PWA when installation is available.
Change the contact details used for rota notifications.
In the live server version, a changed email will require verification before it receives notifications.
Staff Rota mobile app
Install Staff Rota on this phone for a home-screen icon and full-screen app access.
On iPhone or iPad, open this page in Safari, tap Share, then choose Add to Home Screen.
Notification settings
Choose which email alerts you receive. Mobile notifications must also be enabled separately on each phone or tablet.
Choose which rota emails you wish to receive.
Mobile notifications
Enable notifications on this phone to receive shift reminders and rota alerts.
Checking this phone…
My compliance
Check DBS, First Aid, insurance and qualifications here. Submit changes or evidence for approval; your official record changes only after Main Administrator approval.
View your recorded DBS, First Aid, insurance, qualifications and training information.
Qualifications
Training notes
Submit a compliance update
Your current official record will not change until the Main Administrator approves your submission.
PDF, JPG or PNG, maximum 10 MB. Only the Main Administrator can open the file.
My compliance requests
Certificate files are held privately and can only be opened by the Main Administrator.
My Holidays
Holiday and cover are different requests.
Holiday means you are unavailable / requesting time off.
Cover means you are scheduled to work but need another staff member to cover a particular shift.
If your holiday includes shifts you are already scheduled to work, submit the holiday request and also request cover for those shifts separately.
Holiday means you are unavailable / requesting time off.
Cover means you are scheduled to work but need another staff member to cover a particular shift.
If your holiday includes shifts you are already scheduled to work, submit the holiday request and also request cover for those shifts separately.
Request time off and confirm which holidays have been approved.
Request holiday
Do you already have shifts during these dates?
A Holiday request tells management you are unavailable. If you need someone to work your scheduled shift, also use My cover requests → Request cover for each affected shift.
A Holiday request tells management you are unavailable. If you need someone to work your scheduled shift, also use My cover requests → Request cover for each affected shift.
Approved holidays
Request history
My cover requests
Cover and holiday are different requests.
Request cover when you are scheduled to work but need someone else to cover that particular shift.
If you are also taking time off, submit a separate Holiday request for the absence.
Tap Request cover, then choose one of your own future shifts in Month view.
Request cover when you are scheduled to work but need someone else to cover that particular shift.
If you are also taking time off, submit a separate Holiday request for the absence.
Tap Request cover, then choose one of your own future shifts in Month view.
Requests you made and covers assigned to you.
Which one do I need?
Cover = someone else needs to work your scheduled shift.
Holiday = you are unavailable / taking time off.
You may need to submit both.
Cover = someone else needs to work your scheduled shift.
Holiday = you are unavailable / taking time off.
You may need to submit both.
My calendar
This downloads your current rota shifts as an .ics file. It does not change the venue booking calendar.
Download your current shifts for Google Calendar, Apple Calendar or Outlook.
Appearance
Choose how Staff Rota looks on this device.
This preference is saved on this phone, tablet or browser.
Help
Quick instructions for using Staff Rota.
Calendar
Month gives you the rota overview. Day shows one date in detail. A small red dot means bookings exist for that day.
My upcoming shifts
Your future shifts are listed here. Booked sessions during your shift are shown in red.
Request cover
Open My cover requests and tap Request cover. The Month calendar opens with an instruction to choose your own shift that needs cover.
Holiday
Use Request holiday to submit dates. Approved holidays are shown on the venue rota calendar.
Bookings
The red dot indicates bookings. Day view and your upcoming shifts show the relevant session information without customer details.
GCSE Courses
The Dashboard GCSE Courses card lists upcoming school-course bookings at your current venue with date, time and notes. Staff Rota sends GCSE reminders 1 calendar month, 7 days, 24 hours and 1 hour before the course. Cover and unusual shifts receive extra reminders at 7 days, 24 hours and 1 hour.
My compliance
Check DBS, First Aid and insurance information here. Submit updated dates or evidence when required.
Notifications
Use Notifications to manage supported Staff Rota alerts on this device.
Install app
Use the install option on your profile when available to add Staff Rota to your phone or tablet home screen.
Logout
Logout returns Staff Rota to the venue and PIN login screen.
Manage rota
Add single or repeating shifts for either venue.
| Date | Venue | Staff | Time | Role / notes |
|---|
Rota calendar
Review the result of rota changes by venue and staff member.
GCSE Courses
All school GCSE courses and their reminder status in one place.
GCSE reminder schedule: 1 calendar month, 7 days, 24 hours and 1 hour before the course. Assigned staff and relevant management are notified by email; subscribed phones also receive Push notifications.
| Date | Venue | Staff | Time | Course | Reminders |
|---|
Staff members
Assign venue access and a unique 4-digit PIN.
| Name | Email / role | PIN | Venues | Compliance | Status |
|---|
Venue closures
Close a venue for one day or a date range. No shifts will be shown on closed dates.
| Venue | Dates | Reason |
|---|
Staff holidays
Adjust or remove approved staff holidays.
| Staff | Dates | Notes |
|---|
Staff change requests
Requests are saved here and emailed to the venue manager and main administrator.
| Submitted | Staff | Type / dates | Request | Status |
|---|