Rotas and attendance

Rotas separates shift requirements, assignments, offers, staff availability, briefs and actual work evidence. A published schedule is planned cover; Attendance establishes reviewed actual intervals and exportable timesheets.

Schedule, exchange and availability screens#

To build a week, create a shift with function, date, start/end, Site, optional Space, required headcount, break minutes, skills and training requirements. A shift's physical Space is independent of its function. Save a useful week as a named template; applying it copies requirements and locations, never staff. Managers can drag people into open places, move assignments or swap placements. Each placement rechecks current employment, workplace, availability, qualifications and overlap.

Publish an exact shift or open-cover offer when ready. Offers can include an incentive label and amount. Staff claim a specific offer; managerial approval checks current eligibility before adding the assignment. An employee swap needs both participants' agreement and a manager's decision. Cancelling a shift closes its assignments, claims, pending swaps and brief actions together.

An empty roster offers authorised managers a route to People. A filtered roster with no matches asks the operator to broaden filters. Staff cannot gain another Site's shifts through a personal ownership grant alone.

Shift preparation and demand#

Publish shift preparation captures access notes, stock exceptions and a role checklist. The versioned brief also draws permitted event, booking, maintenance and demand context. Staff can open their brief and record that they viewed it. Source freshness remains visible: missing, stale or oversized contributors do not silently become current facts. Guest identity is not copied into a brief.

Where authorised, the demand panel compares immutable booking workload with scheduled cover and proposes redeployment or open shifts. Acceptance rechecks source revisions, qualifications, availability, overlap and relevant private employment/budget evidence. New proposed shifts remain drafts. Contract-derived warnings are visible only with the required People authority; rota-only readers receive operational coverage and neutral eligibility failures.

A Talent contribution may show confirmed performances beside the schedule. Those acts retain Talent bookings and consent; no employee assignment or payroll row is created. Missing optional modules do not block standalone rota planning.

Clocking and attendance review#

Managers create clock points at a Site and choose basic tags with review, secure changing tags, or a tag policy with one-time location evidence. Location configuration includes latitude, longitude, radius and maximum accuracy. Secure key provisioning is separate from policy configuration. New token receipts must be retained when displayed; tokens are not ordinary public directory data.

Staff use the clock journey, including /clock/{token}, to record explicit clock-in, break-start, break-end and clock-out. They choose an eligible shift at that Site or mark unscheduled work. Observations preserve observed and receipt time, timezone, policy revision, employment context and verification evidence. Missing required evidence creates an exception/correction request.

Managers select Site and date range, inspect the original session and actual break intervals, and propose corrected start/end and paid/unpaid break minutes with a reason. Another authorised reviewer decides the timesheet. The original observations remain inspectable; corrections create new evidence. Review rejects stale versions and conflicting intervals instead of silently overwriting them.

Older manager-recorded worked minutes are reconciled to an Attendance session with explicit actual times. Their prior approvals are preserved, but they are not an independent payroll ledger. Approved timesheet export freezes a reviewed employer-specific version. Unreconciled source work cannot silently vanish from a period export; exports can be superseded. The current export operation is bounded to 63 days and 500 sessions, so large periods need splitting. An export provides payroll evidence and does not execute payroll.

Offline and access behaviour#

Offline clock observations remain pending independent review. A secure tag proves tag evidence, not the capture time or the person's physical presence. An uncertain online attempt keeps the original operation, timestamp and evidence for exact retry; it does not become a new offline punch. Staff cannot relax the clock-point policy. Closing attendance does not close a shift or payroll period.

The general Rotas settings route currently exposes General, Scheduling, Availability and Exchange section shells. It does not itself provide editors for all the defaults described by those headings; actual clock policy lives in Attendance. Every stored Site/Space and contributing source retains its own access restriction on reads, actions and export downloads.