Rota and shift planning

Workforce is Bizinly's rota, clock and leave module — an add-on for teams that plan shifts and track hours; ask us to switch it on for your workspace. Once it is on, it adds its own Rota, My time, Leave and (for planners) Timesheets and Setup sections to the sidebar.

The rota

Open Rota for a week grid — one row per person, plus an "Everyone" row for public holidays — with a filter by department.

1. Click a day on someone's row to plan a shift, or open an existing one to change it.
2. New and changed shifts start as drafts, shown dashed, visible only to planners. Press Publish to make a week's shifts visible to everyone and notify the people on it.
3. Copy to next week repeats the whole week, settings and all, skipping anything that would clash.

Anyone on the rota sees their own published shifts; planners (and department leads for their department) see and edit drafts too.

Building a shift

The shift dialog sets the type, start and end time (an end time before the start means it runs into the next day), a break, a pay rate percentage, whether overtime is allowed after the shift ends (or the whole shift counts as overtime), a note, and an optional repeat across chosen weekdays up to a date.

Bizinly warns before saving a shift that is unusually short or long, leaves less than the minimum rest before or after another shift, or pushes someone's planned week over the hours limit — a planner can Save anyway. Two things are never allowed: overlapping another shift for the same person, and working on a day they have off (including an approved leave day).

Setup

Planners configure the building blocks in Setup:

• People — department, job title, employee code, pay rate, contract hours a week, holiday and sick allowance, carried-over days and their expiry, start/end date, team leader, whether they are flexible (no fixed shifts), and a PIN for the clock kiosk.
• Departments — a colour for the rota, and the maximum number of people who may be off on the same day.
• Shift types — the kinds of shift or day off available, with a default paid break and pay rate.
• Blocked dates — dates nobody (or one department) can request leave for.
• Public holidays for the year, used across the rota, leave and pay calculations.

Rules such as the shortest and longest shift, minimum rest between shifts, the weekly hours limit, and whether staff can see the whole rota or only their own shifts are also set here, once for the whole team.

Kiosk clock

Open kiosk turns a shared tablet into a walk-up clock: tap your name, enter your PIN, and clock in, start or end a break, or clock out. It resets itself after every action and after a short pause, so it is always ready for the next person.

Related: Time clock and timesheets, Leave requests and balances, Team members and roles.