You can find your Account Settings by clicking the cog icon in the top-right corner, then Settings in the left-side menu.
There, you'll find all the options for modifying the behaviour of your RotaCloud account.
Show employee avatars on rota
Displays employees’ profile pictures on the rota - making it easier to see who’s who at a glance. These pictures will be visible to everyone viewing the Rota.
Breaks are paid
Prevents the shift’s scheduled break time from being deducted from hours paid, in both the Rota page and Timesheets page.
Show shifts from other locations on each rota (admins / rota managers only)
On the Rota page, displays Employees’ shifts from another Locations on your currently selected Location, in order to help prevent clashing shifts. These shifts are displayed in italics and the Location of that shift will be provided by hovering your mouse over it.
Show open shifts from other locations on each rota (admins / rota managers only)
As above, but with Open Shifts instead of Employees’ shifts.
Employees can view the rotas of locations they are not assigned to
Allows employees to switch their Rota to Locations that they are not assigned to in their Employee Profile.
Employees only see themselves on the rota
Allows Employees to see the shift times for other Employees, or just themselves.
Enable shift acknowledgement
Adds a button to the rota allowing employees to let their manager know they have seen their shifts on the rota. Acknowledged shifts show to a Manager/Admin with a green flag in the corner, and unacknowledged shifts with a red flag.
Include unpublished shifts on the dashboard
Shows unpublished shifts in the Dashboard’s Day/Month views, or only Published.
Week Starts & Time Format
Defines the first day displayed per week on the Rotas page, and whether the time is displayed as a 24-hour or 12-hour clock.
Can employees claim open shifts?
Allows employees to make use of the Open Shifts feature, claiming them on a first-come, first-served basis.
Send employees shift reminders
Check this box to switch on notifications reminding users that they have a shift starting soon. The drop-down menu allows you to choose how far in advance the notification is sent.
Reminder times are not guaranteed and may vary due to network load and carrier delays. Employees will be able to personalise this setting.
Defines whether shift notes can be seen by Managers/Admin only, Managers/Admin and the relevant Employee, or all users.
Employees can make unavailability requests
Allows employees to make use of the Unavailability feature, notifying their Manager that they cannot work a shift.
Unavailability Minimum Notice
Allows you to set the length of time before the shift’s start time that Unavailability can be requested.
Employees can request shift swaps
Allows employees to make use of the Shift Swap feature, switching shifts with other Employees at the same Location and with the same Role.
An admin or manager must approve all shift swaps
Requires an Admin/Manager to approve a Shift Swap once both employees have agreed to it. If disabled, once both employees have agreed to the swap, it is immediately moved on the Rota.
Employees can swap shifts with people from different locations
Allows employees to swap shifts with staff who can work the same Role, but are assigned to another Location.
Shift Swap Minimum Notice
Allows you to set the length of time before the shift’s start time that a Shift Swap can be performed.
Employees can make leave requests
Allows staff to submit a Leave request using RotaCloud. If disabled, they must speak to a Manager/Admin to have it added on their behalf.
Prorate holiday allowances based on start date and final working date
Calculates a user’s actual holiday allowance if they start/leave part way through a Leave Year.
Employees cannot request holiday that exceeds their holiday allowance (does not apply to employees whose holiday is tracked in hours)
Prevents an employee with an annual allowance from making a holiday request that will exceed their remaining Holiday balance.
Employees can see each other's holiday on the rota
Allows all employees to see others’ Leave on the rota.
Public Holiday will be deducted from holiday allowances
Determines whether Leave that is submitted using the ‘Public Holiday’ Leave type is deducted from holiday allowance, or not.
Leave Year Starts
Defines when the Leave calendar runs from and to, on the Leave page.
Leave Request Minimum Notice
Allows you to set the length of notice that must be given for a Leave request. Any request made without enough notice will be denied, but can be added by a Manager/Admin.
Time & Attendance
Employees can edit their own timesheets
Allows employees to edit their own clocking in/out times and break times on their timesheet. All edits will be shown in bold and must be approved by a Manager/Admin.
Employees can clock in using their mobile device
Allows employees to clock in/out using the RotaCloud mobile app. If disabled, they can only clock in using a Terminal.
Minutes Until Lateness Added Automatically
Sets the number of minutes that a user must be late before a lateness flag is added to their timesheet and their record.
Early Clock Ins Allowed
Defines how long before the shift start time that the ‘clock in’ button will appear on a Terminal or in-app.
Flag In / Out Discrepancies on Timesheet
Sets the number of minutes that a user must be early/late before a small discrepancy flag is added to their timesheet. These do not need approval on the timesheet by a Manager/Admin.
Decides whether breaks are automatically calculated from the scheduled shift on the Rota, or must be clocked into/out of by staff.
Allow Clock Ins without Scheduled Shifts
Decides whether staff can clock in regardless of whether there is a scheduled shift, or not. If there is no shift, they will be given the option to Clock In With No Shift. NB: If ‘Always’ is selected, staff will be able to forego their scheduled shift and clock in without a shift anyway. This can lead to discrepancies in your Timesheets.
Decides whether hours on the timesheet are rounded off, or are measured to the exact times of clocking in/out.
Decides whether pay is rounded off, or is measured to the exact times of clocking in/out.
Decides whether breaks on the timesheet are rounded off, or are measured to the exact times of clocking in/out.
Send Clock In / Out Reminders to Employees
Sets the time after a missed clock in/out before sending a notification to staff reminding them to clock in.
Send No Show Notification to Managers / Admins
Sets the time after a missed clock in before sending a notification to a Manager informing them of the missed clock-in.
Early Clock Ins Paid
Controls whether, when a user clocks in early, they are paid from the earlier clock-in time, or the scheduled start of the shift, only.
Late Clock Outs Paid
Controls whether, when a user clocks out late, they are paid from the later clock-out time, or the scheduled end of the shift, only.
For more information on creating an Availability Pattern, please see the following article:
Admins and managers who can build rotas can set employee availability preferences
Allows Admins/Managers to create Availability Patterns for the staff that they manage. Disabling this option will completely disable Availability Patterns for your account.
Employees can set their own availability preferences
Allows Employees to create their own Availability Patterns.