Plan your staff rota

The rota shows who works when, one week at a time (Monday to Sunday). You plan shifts as drafts, then publish the week so your team sees it.

The Staff section is part of Staff planning, which is included from the Growth plan.

Add a shift

You need the admin or manager role.

1. In my.conciar.com, go to Staff → Rota. Use the arrows or This week to pick the week.
2. Click + in the row of a team member on the right day. Use the Open shifts row for a shift nobody has yet.
3. Set the Date, Start and End. An end time before the start time runs into the next day.
4. Optionally add a Break (minutes), a Position (for example Bar or Kitchen), a Location and Notes.
5. Click Add shift.

A shift can be at most 16 hours, and the break must be shorter than the shift. One person can't have two shifts at the same time.

To change a shift, click it in the grid and click Save shift. To remove it, click Delete, then Delete shift.

Copy last week

Click Copy last week to copy all shifts from the week before into this week as drafts, at the same times. Shifts for people who left, and shifts that would clash with one already planned, are skipped.

To fill a week from your sales history instead, see Suggest a rota.

Publish the week

New shifts are drafts, with a dashed border and a Draft label. Only admins and managers see drafts.

1. Click Publish week. The button shows how many drafts there are.
2. Click Publish to confirm.

Every team member with a newly published shift gets an email listing all their shifts for that week.

Shifts you change after publishing

If you edit a published shift, the change shows straight away but nobody gets an email. Let the person know yourself. A shift you add to a published week is a draft until you publish the week again.

What your team sees

Everyone in your team can open Staff → Rota. Employees see the published rota with names only, and above it:

• Your shifts this week, with position, location and break;
• Shifts up for grabs, offered by colleagues.

Shift swaps

1. An employee clicks Offer for swap on one of their upcoming published shifts.
2. A colleague clicks Take shift under Shifts up for grabs. They can't take it if it clashes with one of their own shifts.
3. An admin or manager sees the swap under Shift swaps on the rota and clicks Approve or Reject.

Once approved, the shift moves to the colleague. Until a manager decides, the employee can click Withdraw offer and keep the shift.

Common problems

My team can't see the rota. The week isn't published yet. Click Publish week.

"Publish week" is greyed out. There are no drafts in this week. Everything is already published.

I can't add a shift: it overlaps another shift. That person already has a shift at that time. Change the times, or plan it as an open shift.

I can't plan a team member. They're set to Inactive in Settings → Team members.

I don't see the Staff section. Your plan doesn't include Staff planning. Check your plan under Settings → Plan & billing.