How to create special day patterns & assign them to the calendar
- What are Special Days?
- How to create a Special Day & add to shift patterns
- Add Special Days to the calendar
- Remove, Hide & Unhide Special Days
What are Special Days?
Where you have variations to your shift demands that fall outside of predictable shift patterns, you can use Special Days to build unique working patterns and assign them to specific dates in the calendar.
❔ Your Special Days might be Bank Holidays, where the shift demands alter and the day's they fall on change each year OR Training Days where you have different / additional shifts but are unsure when these days will be ahead of time throughout the year
How to create a Special Day & add to shift patterns
1. Create a Special Day
Open Rota > Shift Pattern Manager and click on Manage Special Days
In the Edit Special Days screen, click the Green + button and enter the name of your Special Day.
💡 If you are creating Special Days for Bank Holidays & your shift pattern is the same for all of them, you need only create one called "Bank Holiday". If your pattern differed on Christmas Day, you need one called "Bank Holiday" & one called "Christmas Day"
2. Assign your Special Day to your Shift Pattern
Expand your Shift Pattern using the arrows on the left, right click Special Days and click
Add Special Day.
Choose your Special Day and press OK.
You will then be taken into your Special Day where you can begin creating your shift pattern.
📖 Click here for a guide on building a working pattern in Shift Pattern Manager
How to add Special Days to the calendar
Once created, assigned to your working pattern & shifts added, you next need to tell RotaMaster which days in the year are Special Days.
✋ You must assign Special Days to the calendar before creating a new rota period. Otherwise RotaMaster will not know when to apply your Special Day Patterns.
Navigate to Rota > Manage Calendar and select your Rota Group; Shift Pattern & Zone for the rota you wish to work on, select the date you wish to make a special day and click the
Add Special Day icon.
Check the Shift Pattern; Zone; Day & Date you are selecting are all correct and click Save.
Once a Special Day has been assigned to the calendar, you will see a red box appear around the day(s), along with the date banner changing from blue to red. This demonstrates that the day you have selected is a Special Day, rather than a standard Monday for example.
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📚 Now you can create your new rota, click here for a guide
Remove & Hide Special Days
Removing a Special Day from the Calendar
If added in error, you can remove this by opening Rota > Manage Calendar, selecting the Special Day from the list and click the Delete Special Day button.
Removing a Special Day from a Shift Pattern
Where a Special Day is no longer relevant for a shift pattern (or when added in error) simply open Rota > Shift Pattern Manager, expand your shift pattern, right click the special day and select Remove Special Day.
❕ If a rota has already been created using your Shift Pattern you will be unable to remove the Special Day... in this scenario you will select Hide Special Day instead...
Hide a Special Day
To hide a special day, open Rota > Shift Pattern Manager and expand your shift pattern, right click the special day and select Hide Special Day.
Unhide a Special Day
To un-hide a previously hidden special day, first, at the bottom of the screen tick the Show Hidden Days tick-box.
Next, expand the shift pattern and special days and you will see all currently hidden special days. Right click each day and click Unhide Special Day
Finally. untick the Show Hidden Days tick-box at the bottom of the screen.