This guide is for System Administrators (Requires 'System Admin' role and 'Time Tracking setup' permission), but is designed to be shared with end-users who submit timesheets.
Overview:
The Rota Sync feature automates timesheet submissions for staff with consistent weekly rotas, copying working hours from their predefined rota pattern into Time Tracking.
How Rota Sync Works:
Automatically populates timesheets with:
- Standard working hours (based on rota applied to a user)
- Adjusted periods around absences/public holidays
- Configurable handling of absence types
How to Use Rota Sync:
- Navigate to My Tools > Time Tracking
- Click "Copy in Rota" (bottom-left)
- Confirm the action when prompted
Key Functionality:
- Days rota: Adds 9am start + daily hours (hours per day)
- Half-days:
- AM: 9am start + 50% daily hours (hours per day)
- PM: 1pm start + 50% daily hours (hours per day)
- Hour rota: Copies exact shift times (e.g., 9am-12pm + 12:30pm-5pm)
- Fixed duration: Applies breaks to match configured hours (e.g., 9am-5pm with 1h break = 7h worked)
Absence Handling:
- Default: Absences block rota time (toggle "Time Tracking affects attendance" to No within working absences like training)
- Partial days: Creates periods around shorter absences
Important Notes:
- Does not modify existing time entries
- Conflicts between submitted time and absences must be resolved manually
- Greyed-out boxes indicate submitted/locked periods
Additional Information:
- Key terminology:
- "Copy in Rota": Auto-populates timesheets from rota
- Fixed duration: Total working hours excluding breaks
- Prerequisites:
- Rota pattern must be configured
- Time Tracking enabled
- Best practice: Set "Time Tracking affects attendance" to No for working absences or exclusions
- Warning: Submitted weeks cannot be edited