- 1. What are the Default Options?
- Leave and Adjustments
- Personnel
- Shifts
- Availabilities
- Compliance and Skills
- Other
There are a number of core option settings within the system that define certain system wide parameters. They are accessed via Configuration > Default Settings > Options:
Clicking each category will show you a list of settings relevant to that area:
Leave and Adjustments
Prompt to record adjustment for lateness/early finishing on retrospective changes to shift times in rota - Prompts users to record an adjustment when start/finish times are adjusted on past shifts.
Validate new leave records against total of the year's allowances - Leave instances will be checked against a person's total leave allowance of all leave types (i.e. not just 'Annual Leave')
Allow automatic opening for verification of adjustments - Will automatically open all adjustments for verification
Prevent leave being added when there is no remaining leave allowance - No leave can be added if there is no allowance/no allowance remaining. If switched off, a prompt will be shown but the leave can still be added.
Remove session fee from shift when confirmed person is removed - This will automatically remove any session fees from shifts when the confirmed staff member has been removed.
Use Staff Hub Security Level to determine what annual leave staff member can view in Staff Hub - You can restrict the amount of annual leave that staff can view in the Staff Hub Leave Calendar based on their Staff Hub Security Level (set up in their Personnel Profile > Rota > Staff Hub Settings). For example, this can be limited to only people within their team.
Personnel
Prompt when new confirmed person has a default payment group that is different to current setting - Displays a prompt when pay rate will be changed to a person's individual pay rate.
Auto-update team and provisional name when confirmed name is changed in rota List View - Team and Provisional Person fields will automatically update when a Confirmed Person is allocated to a shift.
Remove Provisional person and team name automatically when Confirmed name removed -When a Confirmed Person is removed from a shift, the Provisional and Team fields will be blanked too.
Only confirmed cleared when processing Adjustments and Create Calendar - When Adjustments/Calendars are created the Confirmed Person will be cleared, but the Provisional Person/Team will stay populated.
Line Managers are Mandatory on Posts - When a Post is added to a Personnel Record you cannot save it without assigning a Line Manager
Display Staff in Secondary Rota Groups in Personnel Manager - When looking at Rota Groups in Personnel Manager staff members who have that Rota Group assigned as a Secondary Rota Group will be visible
Automatically archive staff on leaving date - When entering a leaving date in a personnel record the system will automatically archive that record once the leaving date as been passed
Display staff names with Surname first - Staff names currently display as First Name, Surname. this setting allows you to change the display to Surname, First Name.
Force staff to record a reason when archiving or unarchiving a personnel record - A reason (configured in Reference Settings) will be required upon archiving or unarchiving personnel records
Shifts
Automatically set shift status to unallocated - When a Confirmed Person is removed in View Rota, the shift status will automatically change to Unallocated
Automatically set shift status to Allocated - When a Confirmed Person is allocated to a shift in View Rota, the shift status will automatically change to Original Allocation.
Warn if Independent Contractor entered into a salaried shift - If a shift is not marked as 'Invoiceable' but a staff member marked as 'Non-Payroll' is allocated to the shift, the system will display a warning.
Automatically block a shift at the time of calendar creation - If a shift has a Confirmed Name (Default Person) at the time of creating a new calendar, the shift will be blocked (read more about blocked shifts here)
Warning when Shift Group changed but shift time - A warning will be shown if the Shift Group is changed on a shift, but not the shift start/end time.
Prevent users from manually editing shift and adjustment values and durations - Users cannot manually overwrite shift/adjustment values (to 'Manually Changed Value') or duration.
Enforce the setting of a flag on saving a shift containing a confirmed name in View Rota - Entering a flag becomes mandatory once a Confirmed Name is added to a shift.
Clear the flag when saving a shift with no confirmed name - Flags will automatically be removed from shifts if Confirmed Name is removed.
Enable emails for trainer and registrar when trainer is removed from shift - An email will be sent to the trainer and registrar when a trainer is removed from a shift
Enable Overlapping Shift - Staff members can be put into two shifts at the same time, a warning will be generated alerting you.
Exclude manually locked shifts/adjustments in payroll - Manually locked shifts will not be included in payroll runs
Warn when allocating shift clashes with provisional - A warning will be shown if a staff member is allocated as Confirmed to a shift at the same time as one they are the Provisional person in.
Force Comment to be entered when clearing Confirmed Person from a shift - When the Confirmed Person is removed from a shift, the user must enter a comment.
Subtract 1 minute from shift value calculation when starting at 23:59 - For shifts starting at 23:59, a minute will be subtracted from the overall session value - making the shift duration a rounded value.
Web bookings update shift values based on pay rate group - Web Booked shift values will update based on the person's pay rate group(s).
Validate Skill Expiry against date of shift - Personnel skill expiry dates will be validated to ensure that they have not/will not expire before the shift date.
Allow automatic opening for verification of shifts - Will automatically open all shifts for verification after they've been worked.
Enable Rule Break for contracted hours - Will warn you when a staff member is put into a shift that will cause them to exceed their weekly contacted hours. (People+ Only)
Prevent registrars being added as a confirmed r provisional person of a shift - Will not allow you to add anyone marked as a registrar as the confirmed or provisional person in a shift.
Availabilities
In Check Availabilities (In Rota List View) include other personnel who are not on leave - The 'Check Availabilities' button in Rota List View will only display staff that are not working or on leave at the time of the shift.
Availability Allocation Wizard confirms all provisional allocations where there is no confirmed name - Once the AAW has been run for a date range, any shifts within that date range with a Provisional Person will then confirm that same person into the Confirmed Person field.
Rota
Open List View at today's date - List View (Rota>View Rota) will always open on today's date.
Rota List View includes overlapping shifts from previous and next days - Shifts that start/finish on different days will be shown on both the start and finish day of the shift.
Remove middle names in View Rota - Middle names will not be shown in the View Rota screen.
Compliance and Skills
Switch off skills check - Skills will not be checked when allocating a Confirmed Person to a shift.
Warn if professional registration/indemnity expired - Expiry dates on Professional Registration/Indemnity will be referenced when allocation shifts via Web Bookings, Allocation Wizard or manually. If disabled, no checks will be made.
Warn if DBS Expired - You will receive a warning when trying to put a staff member into a shift with expired DBS. The Allocation Wizard also won't assign shifts to staff members with expired DBS records.
Copy mandatory training dates when moving a person between rota groups or teams (People+ Only) - When a staff member is moved from one Rota Group or Team to another relevant Mandatory Training dates will remain unchanged.
Warn if Eligibility to work has expired - You will be warned if a staff member's eligibility to work has expired when entering them into a shift
Prevent staff being added to a shift if Mandatory Training has expired (People+)- If a staff member has expired mandatory training relevant to the shift you're trying to put them into you will be unable to do so.
Other
Warn against exports of historical data to Adastra / Import Personnel from Adastra as inactive - Only for customers using Adastra integration. Contact RotaMaster for more information.