Below is a brief overview of the different allocation methods available in RotaMaster. They can all be used independently or in conjunction with each other, with Web Bookings (both Direct and Approved) being mutually exclusive. You must decide, per rota group, on one or the other.
For instance, you could have some set shift patterns, the empty shifts could then be filled by the availability allocation wizard and then any remaining empty shifts could be filled by web bookings.
Set Shift Patterns - Confirmed
You can default people into the shift pattern template. The template can be made up of any number of rolling weeks. When the template is applied to a live date range the people will be placed into their confirmed shifts, unless they have been booked on annual leave or have an open sickness record.
This method is best used when you have contracted staff who work the same shift pattern.
Set Shift Patterns – Provisional
You can default people into the shift pattern provisionally. When the template is applied to a live date range these people will be placed in the provisional slot (unless they are marked as on annual leave or sick). They will then be asked to confirm the shifts via the web portal.
This method is best used when you have bank staff who usually work the same shifts but have the right to decline the shift.
Allocation Wizard – Personnel
The Personnel Allocation Wizard will allocate all empty shifts randomly amongst your staff, making sure that everyone gets a fair spread of shifts. The wizard will use contracted hours or number of shifts to target the allocation to make sure that people do not get too many shifts.
This is best when you have contracted staff who do not have a set shift pattern and who don’t self-roster. It is not always suitable for 24/7 units.
Template Allocation
The Template Allocation wizard is similar to the Personnel Allocation Wizard except that it is less random. It allows you to put together acceptable patterns of work e.g. 4 night shifts and then 2 days off. These will then be fairly and evenly distributed amongst your staff.
This is best when you have contracted staff in a 24/7 setting who do not have set shift patterns and who don’t self-roster. This is more suitable for this setting than the personnel allocation wizard because day and night shifts will not be allocated in the same week.
Allocation Wizard – Availability
For the Availability Allocation Wizard to work, you need to publish all of your shifts to the web portal. A deadline will then be defined for staff to choose all of the shifts that they are available to work. This information is then downloaded into RotaMaster and used by the Allocation Wizard to fairly distribute the shifts amongst your staff. Staff will only be given shifts that they have marked themselves as available for.
This is best when you have staff who self-roster, for instance bank staff, and you want a fair and equitable allocation.
Web Booking – Direct
Shifts are published to the web portal and booked on a first come, first served basis. As long as working the shift does not break any personal or organisational rules then RotaMaster will directly book people in to shifts that they have requested.
This is best when you have staff who self-roster and you are happy for shifts to be allocated on a first come, first served basis. This is also useful to use after having run the availability allocation wizard to fill any remaining empty shifts.
Web Booking – Approved
Shifts are published to the web portal and can be requested by staff. A rota manager can then approve or decline each request.
This is best when you have staff who self-roster but you do not want anyone to be placed in a shift without the rota manager making the decision. This is only really necessary when there are considerations that cannot be programmed into RotaMaster, such as whether you are happy with the personality mix on shift.
Manual
The rota manager can always manually add people to and remove people from shifts.