Rotas Integration in Mewayz

Managing employee schedules efficiently is a fundamental aspect of ensuring smooth operations within any organization.

Demo URL

Introduction

The Rotas Management Add-On is an employee scheduling platform with a visual, colour-coded dashboard for workforce planning. It consists of three sections: General Settings for scheduling preferences, Manage modules for rotas and availability, and System Setup for organisational structure. The platform enables efficient schedule creation, publication, and tracking across branches, departments, and employee assignments.

Note: When the HRM system is closed or unavailable, the sections for Employee, Announcements, Leave Management, and System Setup (including Branch, Department, Designation, Employee Document Types, Shifts, and Announcement Categories) will appear in the rotas Add-On. Otherwise, the data for these sections will be fetched directly from the HRM system.

How to Install the Add-On?

To Set Up the Rotas Add-On, you can follow this link: Setup Add-On.

How to Use the Rotas Add-On?

Rotas Dashboard

• After logging in, the Rotas dashboard displays your complete employee scheduling overview. Key statistics show Total Employees, Total Rotas created, Published Rotas, and Pending Rotas.
• The monthly calendar view displays all scheduled shifts with colour-coded indicator boxes: blue for working shifts, orange for day-offs, and red for leave.
• When multiple employees work on the same day, the calendar stacks their entries vertically and shows a “x+more” indicator to view additional assignments by clicking the date. Calendar navigation includes previous/next arrows, “Today” button, and Month/Week/Day view toggle options.
• The Current Month Rotas panel displays upcoming shifts with employee names, dates, shift times, and status badges (blue “Shift” for working, orange “Day Off” for non-working days).

General Setting

• First, go to the general settings of the side bar, and you can create here: Rotas Settings and Rotas Work Schedule Settings.

Rotas settings

• The Rotas Settings allows you to configure the rotas section settings and preferences with a “Save Changes” button to apply modifications.
• You can use the Settings include toggle options: Show Employee Rotas Price, Show Employee Avatars, Hide Employee Hours, Include Unpublished Shifts, and Employees See Only Themselves.
• Below the toggle section, you’ll see the Calendar Settings let you configure the week to start from the drop-down, or Year Starts from the drop-down option.
• Furthermore, you’ll get to see shift notes offers three visibility ratio buttons options: Only admins and managers can see shift notes, Employees can only see notes for their own shifts and open shifts, or Employees can see shift notes for everybody.
• Break Settings provides two ratio buttons options: Paid Break or Unpaid Break for managing employee break time policies.

Rotas Work Schedule Settings

• The Work Schedule Settings allow you to configure working days and off days for the organisation, with a “Save Changes” button to apply changes.
• Each day of the week (Monday through Sunday) has a toggle switch to set as either “Working” (green toggle on) or “Off” (grey toggle off).
• The Schedule Summary panel displays an organised overview with Working Days count and Off Days count, along with colour-coded lists showing which days are working (green dots) and which are off (red dots).

Manage Work Schedules

• The Employee Work Schedule page allows you to configure working days for individual current employees’ data with an employee selector dropdown and “Save Changes” button.
• Select an employee from the dropdown to view and edit their specific work schedule configuration.
• Each day of the week has a toggle switch to set as “Working” or “Off” with some days showing “Disabled in Settings” when they cannot be modified due to organisation-level restrictions.
• The Schedule Summary panel displays the employee’s working schedule with the Working Days count and Off Days count for a quick overview.

Manage Availabilities

• To set up an employee’s availability schedule, navigate to the availability management section and click the “Create” button. When you select your employee from the dropdown, the dropdown is generated by the system setup. Once you select the employee, the timetable field opens, where you can fill in the time based on your schedule. Enter the name, and add start or end dates.
• The Manage Availabilities page displays a table of employee availability schedules with columns for Employee, Name, Start Date, and End Date. In the action column, you can use the edit option to modify the record and also use the delete option to remove the record.
• You can use the search functionality to get an employee record. Along with choosing the toggles (list/grid) option, and clicking the filter option, select the employee form through the dropdown, then click the “Apply” button, or also remove the filter and click the “Clear” button.

System Setup

The System Setup section allows administrators to configure the foundational organisational structure and operational parameters of the system. This section includes management of branches, departments, designations, employee document types, work shifts, and announcement categories.

Branches

• To create a new branch, click the “Create” button in the Branches section and enter the branch name, then click “Create” to save.
• The list page displays all existing branches in a table with available action options to edit or delete each entry.

Departments

• To create a department, click the “Create” button in the Departments section, enter the department name, and select the branch from the dropdown (which comes from the branches section), then click “Create”.
• The list page shows all existing department records in a table with available action options to edit to modify, and delete to remove data.

Designations

• To create a designation, click the “Create” button in the Designations section, enter the designation name, select the branch from the dropdown menu (which comes from the branches section), and then select the department from the dropdown (which comes from the department section).
• The list page displays all designations in a table showing the designation name, associated branch, department, and action buttons for editing or deleting unwanted entries.

Employee Document Types

• To create a new document type, click the “Create” button, enter the document name and description, and toggle the “Is Required” switch if the document is mandatory for all employees.
• The list page displays all document types in a table showing the document name, description, requirement status, use action column to edit the record or delete data.

Shifts

• To create a shift, click the “Create” button in the Shifts section, enter the shift name, select the start time and end time, specify break start and break end times, and check the “Night Shift” checkbox if applicable, then click “Create”.
• The list page displays all shifts in a table showing shift name, start time, end time, break start, break end, night shift status, and use edit to modify or delete to remove action buttons for managing each shift.

Announcement Categories

• To create a new category, click the “Create” button in the Announcement Categories section, enter the name and click “Create”.
• The list page displays all categories in a table with options to edit or delete each category. These categories help employees filter and find relevant announcements more efficiently.

Manage Rotas

• The Manage Rotas page displays a weekly schedule grid with employees listed in rows and dates in columns, showing shift assignments and day-off schedules.
• Filter options at the top include “All Branches,” “All Departments,” and “All Designations” dropdowns (this All dropdown is generated from the system setup), with date navigation arrows, and clicking the “Clear Filters” button to clear specific filter data.
• Action icons in the top right provide quick access to copy, send, download, email, and share rotas functionality.
• Each employee row shows their name, status, and total cost, with grid cells for each day displaying either an “Add shifts”, a “Day Off” label, or highlighted cells indicating available shift slots.
• The weekly column headers display the day name and date. Clicking the “Add shift” button. Add Start Time and End Time, Break Time, Notes text area for shift details, and an Availability Information section showing Total Available, Already Scheduled, and Remaining hours.
• The bottom row shows “Total” with hourly summaries for each day column, providing a quick overview of total scheduled hours per day.

Manage Employees

• To create a new employee, click the “Create” button in the Employees section. Fill in the employee details including Employee ID (auto-generated), personal information (date of birth, gender), employment details (joining date, employment type, shift assignment), address information, emergency contact details, bank account information, and salary details (basic salary, hours per day, rate per hour). Select the branch, department, and designation from dropdowns, and upload required documents based on document types.
• The list page displays all employees in a table showing employee ID, name, branch, department, designation, employment type, and action buttons for viewing, editing, or deleting employee records. Use filters to search by branch, department, or employment type.

Manage Announcements

• To create an announcement, click the “Create” button in the Announcements section. Enter the title and description, set start and end dates for the announcement period, select priority level (low, medium, high), choose the announcement category, and select target departments. The announcement starts in draft status and can be activated later.
• The list page shows all announcements with title, category, priority, status, dates, and target departments. Use the status update feature to change announcements from draft to active or inactive. Filter announcements by category, priority, or status.

Leave Management

• To create a leave application, click the “Create” button in the Leave Applications section. Select the employee, choose the leave type, set start and end dates (system automatically calculates total days), enter the reason, and optionally attach supporting documents. The system checks for overlapping dates and available leave balance before submission.
• The list page displays all leave applications showing employee name, leave type, dates, total days, status (pending/approved/rejected), and action buttons. Managers can approve or reject applications with comments. The system tracks leave balances and prevents conflicts automatically.

Leave Types

• To create a leave type, click the “Create” button in the Leave Types section. Enter the leave type name (e.g., Annual Leave, Sick Leave), set the maximum days allowed per year, and optionally assign to specific employees or make it available to all.
• The list page shows all leave types with name, maximum days per year, and action options to edit or delete. These leave types are used when employees submit leave applications and help track annual leave balances.