Rota (Staff App)
By Reece
By Reece
Step-by-step guides for staff using the Taybl Staff App for their rota: clocking in and out, availability, holidays, shift swaps and timesheets.
Clocking In and Out of a Shift
Clock in when your shift starts and clock out when it ends so your hours are recorded accurately for payroll and timesheets. Steps 1. Open the Staff App and go to the Home screen. 2. Find the "Not Clocked In" card near the top of the screen and tap "Clock In". 3. 4. The card updates to "Clocked In" and shows the time you started. 5. When your shift ends, go back to Home and tap "Clock Out" on the same card. Tips You can only clock in for shifts at the venue you're currently assigned to. If you forget to clock out, speak to your manager so your timesheet can be corrected. Your clocked hours feed directly into your Timesheets, so keep them accurate.
Accessing Your Rota Options
The Rota icon in the top right corner of the Staff App gives you quick access to everything to do with your shifts, availability and time off. Steps 1. Open the Staff App and go to the Home screen. 2. Tap the Rota icon in the top right corner, next to the notifications bell. 3. A menu slides up with My Rota, My Availability, Leave, Open Shifts, Shift Swaps and Timesheets. 4. 5. Tap any option to open it. Tips You can also open Open Shifts, Shift Swaps or Timesheets directly from the sheet without going through My Rota first. Swipe the sheet down, or tap outside it, to close it and return to the Home screen.
Viewing Your Rota
My Rota shows your upcoming shifts for the week, so you always know when and where you're working. Steps 1. Open the Staff App and tap the Rota icon in the top right corner. 2. Tap "My Rota". 3. Your shifts for the current week are listed day by day, showing the time and section you're working, for example Kitchen or Front of House. 4. 5. Use the arrows either side of the date range to move between weeks. Tips If a day has no shift listed, you're not scheduled to work that day. Tap "Request Swap" next to any shift if you need someone to cover it for you.
Setting Your Availability
Let your manager know which days and times you're free to work, either as a regular weekly pattern or for one specific week. Steps 1. Open the Staff App, tap the Rota icon in the top right corner, then tap "My Availability". 2. The "Recurring" tab is selected by default. For each day of the week, choose None, Some or All Day, and set start and end times if you choose Some. 3. 4. Recurring availability becomes your standing weekly pattern and applies every week until you change it. 5. To set availability for just one week, tap the "One Off" tab instead. 6. Choose the week beginning date from the calendar, then set your availability for that week the same way as above. 7. 8. One-off availability only affects that specific week and doesn't change your recurring pattern. Tips If you don't set any availability, your manager can still schedule you, so keep it up to date. One-off availability is useful for holidays, appointments or any week that differs from your usual pattern.
Requesting Holiday and Viewing Your Leave Balance
Request holiday from within the app and keep track of how many days you have left. Steps 1. Open the Staff App, tap the Rota icon in the top right corner, then tap "Leave". 2. At the top you'll see your Holiday allowance, showing days remaining out of your total for the year. 3. 4. Tap "Request Holiday". 5. Enter a Start Date and End Date, and optionally add a Reason. 6. 7. Tap "Submit Request". Your request will show as Pending until your manager reviews it. 8. Use the "All Leave" and "Pending" tabs below to check the status of your requests. Tips Your holiday allowance and dates run 1 Jan to 1 Jan the following year. If a request is declined, check the "All Leave" tab for your manager's note explaining why.
Seeing and Claiming Open Shifts
Open Shifts let you pick up extra work on a first-come basis, and you'll be notified as soon as one becomes available. Steps 1. Open the Staff App, tap the Rota icon in the top right corner, then tap "Open Shifts". 2. Any shifts that need covering are listed with the date, time and section. 3. 4. If you have the right skill for the shift, tap it and confirm to claim it. 5. Once claimed, the shift moves onto your rota under "My Rota". Tips You'll get a push notification whenever a new open shift matching your skills is posted, so you can claim it quickly. Open shifts are claimed on a first-come, first-served basis, so once someone else claims one it disappears from the list.
Swapping Shifts with a Team Member
If you can't make a shift, you can request a swap with another team member directly from the app. Steps 1. Open the Staff App, tap the Rota icon in the top right corner, then tap "My Rota". 2. Find the shift you can't work and tap "Request Swap" next to it. 3. 4. Choose the team member you'd like to cover the shift and confirm the request. 5. Tap the Rota icon, then "Shift Swaps" to check the status of any requests you've made or requests waiting for your response. 6. Tips Your manager checks that the person covering the shift is available before approving the swap. If someone asks you to cover their shift, you'll see the request under "Requests for me" on the Shift Swaps page.
Viewing Your Timesheets
Check your scheduled and actual hours for the week directly from the Staff App. Steps 1. Open the Staff App, tap the Rota icon in the top right corner, then tap "Timesheets". 2. Use the arrows either side of the date range to move between weeks. 3. At the top you'll see your total Scheduled hours against your Actual hours worked, based on your clock-ins. 4. 5. Below that, each day shows your clock-in time, and whether you're still clocked in. Tips Your timesheet is based on your actual clock-in and clock-out times, so make sure you clock in and out for every shift. If your Actual hours look wrong, speak to your manager so they can review and correct your timesheet.