
# How do I change the app language?

This article explains how to change the ROTA mobile app interface between Turkish and English. The selection applies to menus, buttons and supported screen text; some product names or not-yet-localised headings may remain unchanged. Every user role changes the setting from Profile, and the change does not alter work records.

## Role and persona

All users.

## Prerequisites

You must be signed in to the app.

## Steps

1. Go to **Profile** from the bottom menu.
2. Tap **Language**.
3. Select **Türkçe** or **English**.

## Successful result

Supported screen text appears in the selected language.

## Common problems

| Situation | What to do |
| --- | --- |
| Some text is still in the previous language | Fully close and reopen the app. |
| Language option is missing | Check that you are in the correct organisation and that the app is up to date. |


Change the ROTA mobile app language from Profile to display menus, buttons and supported screen text in Turkish or English.

How do I delete my account? Who it's for: All users What it does: Lets you request deletion of your ROTA account and the personal data associated with it. How to do it: 1. In the app: go to Profile → Settings → Delete account . 2. If you can't access the app: email us from your registered address at privacy@rota-app.com. Good to know: Once your request is accepted, access to your account is disabled; after the 30-day waiting period, your account and profile information is stripped of direct identifiers. Where a technical link to records that must be legally retained (e.g. attendance, leave) is necessary, it may be kept only for the duration of the applicable legal retention period, in a form that does not directly identify you; once those periods end, the remaining link is anonymized or the data is destroyed under our applicable data retention and disposal policy. To cancel a pending request, contact the same address (privacy@rota-app.com). Details: Account deletion page

Delete account

How do I check in and out of a shift? This article explains how employees record their start and end times for an assigned shift in the ROTA mobile app. Depending on organisation settings, location and selfie verification are used; successful actions appear in Timesheets. The check-in button opens 15 minutes before the shift starts, and the record status is based on the actual times. Role and persona Employees with an assigned shift. Prerequisites An assigned shift must be open for check-in. Check-in opens 15 minutes before the shift starts. Camera and location permissions must be enabled. Steps 1. Tap Clock In on the shift card on Today . 2. Stay still while your location is verified. 3. Place your face in the frame and take a selfie. 4. Check the time on the Checked In Successfully screen. 5. At the end of the shift, tap Clock Out and complete the location and selfie steps again. 6. Check the time on the Checked Out Successfully screen. Successful result After check-in, the shift shows In Progress . After check-out, the record appears in Timesheets as Completed , Early Leave , Pending Review or No Show , as appropriate to the actual times. Common problems Situation What to do --- --- Clock In is disabled The shift may start more than 15 minutes later; check the opening time in shift details. Location cannot be verified Check location permission and internet access, then try again. Face not detected Centre your face, keep the camera steady and improve the lighting. Times are wrong Submit a correction request for the record.

Check-in and check-out

How do I approve or reject a timesheet correction request? (manager) This article explains how to review and decide an employee's timesheet correction request in the ROTA mobile app. Before deciding, you compare the planned, recorded and requested times and read the employee's reason. Role and persona: Managers and business owners. Prerequisites: There must be at least one pending correction request, and its shift must be in a branch you are authorized for. Reviewing a request 1. On the Today screen, tap the Pending Corrections row. The Requests screen opens on the Corrections tab. 2. Open a request from the list. On the Review Correction screen, compare the Planned , Recorded and Requested times and read the Employee's reason . 3. Choose Approve correction or Reject correction . When approving, confirm on the confirmation screen that the timesheet will be updated with these times; when rejecting, the Review note field is required; the confirmation screen shows it again under Your rejection reason . 4. Confirm your decision. On approval "Request approved — the timesheet record was updated." appears; on rejection "Request rejected." appears. Successful result: An approved change is applied to the timesheet. A rejected request closes; the employee can request again for the same shift and sees your reason in the Manager Decision section of the shift detail. On an overnight shift, when a time falls on the next organization day a +1d badge appears next to that time. You cannot decide a correction request you submitted yourself; the screen states this and another manager or the owner reviews it. An owner can decide their own request; a manager cannot. Common problems Situation What to do --- --- Request not found or no longer available The list may have changed; refresh the Requests list. This request has already been decided by another manager It is no longer pending; refresh the list. You are not allowed to review this request Your role can't decide this request; check your permissions with the business owner. This request is outside the branches you manage Check your branch scope; a manager of that branch reviews it. You can't review your own correction request Another manager or the owner reviews it. This employee has an open check-in on another shift, so this correction can't be approved right now Retry after the open record is closed. The requested times cannot be applied to this shift The times the employee asked for do not fit the shift; reject the request and ask for a new one with valid times. The employee's correction reason is required before approval The employee's reason is empty; reject the request and ask them to resubmit with a reason. A record already exists for this shift, so this correction can't be approved. Refresh and try again Refresh the list; the record may have been created another way. This employee is no longer active in the organization, so the correction can't be approved. You can reject the request Reject the request to close it. The action could not be completed. Please try again Check your connection and try again. Still not resolved Email the Support team. Employee-side article: How do I request a timesheet correction?

Approve corrections (manager)

How do I view and respond to documents? This article explains how employees view and securely respond to company documents assigned to them in the mobile app. Depending on the assignment type, the user confirms that they have read the document or uploads the requested file. The current response status is shown in Documents and may go to manager review according to the organisation flow. Role and persona Employees with an assigned document. Prerequisites A document must be assigned to your account; if an upload is requested, the file must be ready. Steps 1. Go from Profile to Company Documents or the Documents area. 2. Open the pending assignment. 3. Read the document and its description. 4. Complete Read and confirm or upload the requested file. 5. Tap Submit or Save . Successful result The document response moves to Approved , Submitted or the appropriate manager-review status. Common problems Situation What to do --- --- Document does not open Check the internet connection and open it again. Upload fails Check the file size and format. Document is not listed Confirm the organisation and that the assignment is active.

Inbox and document assignments

How do I assign and approve documents? (manager) This article explains how managers and owners with document permissions upload a document from the web panel, select employees or branches and define the expected response. After the assignment is sent, read confirmations or file responses can be reviewed in the same area and accepted or rejected using the available actions. Role and persona Managers and owners with document permissions. Prerequisites You need document permission, the document to assign and the target user information. Steps 1. Go to Documents in the web admin panel. 2. Upload a new document or select an existing one. 3. Select the target employees or branches. 4. Choose the expected response type and, if applicable, a due date. 5. Send the assignment. 6. Review responses and use Approve or Reject . Successful result The document is assigned to the target users; response and review statuses are tracked in Documents . Common problems Situation What to do --- --- Employee cannot be selected Check that the employee is active and belongs to the correct organisation or branch. Document upload fails Check the file format and size limit. Response is missing Select the correct document, assignment and status filter.

Assign and approve documents (manager)

How do I get started with Rota? This section covers signing in, organisation selection, and language settings. Use the subheadings below to jump to the relevant steps. Related: Sign in and organisation selection · Language

Getting started

What do ROTA terms mean? This glossary lists the terms you see in the ROTA app along with the English and Turkish labels for each button. Use it to quickly find what a term means or which screen it belongs to. General and account EN (app label) TR (app label) Note ---------------- ---------------- ----- Sign In Giriş Yap Sign-in screen button Log out Çıkış Yap Profile sign-out Profile Profil Tab and screen name User Guide Kullanım Kılavuzu Profile link Language Dil Profile → language Notifications Bildirimler Profile / notification preferences Personal Details Kişisel Bilgiler Profile edit Save Kaydet Form button Cancel İptal Cancel button Loading... Yükleniyor... Loading indicator Error Hata Generic error title Retry Tekrar Dene Retry action Check-in / check-out and shifts EN (app label) TR (app label) Note ---------------- ---------------- ----- Clock In Giriş Yap At shift start (today.clockIn) Clock Out Çıkış Yap At shift end (today.clockOut) Check In Giriş Yap Gate title (Check-In Gate) Check Out Çıkış Yap Gate title (Check-Out Gate) Check-In Gate Giriş Kapısı Attendance gate screen Check-Out Gate Çıkış Kapısı Attendance gate screen Checked In Successfully Giriş Başarılı Success message Checked Out Successfully Çıkış Başarılı Success message Shift Vardiya Single shift Shifts Vardiyalar Tab / list My Shifts Vardiyalarım Shifts sub-tab Shift Detail Vardiya Detayı Shift detail screen Today Bugün Main tab Team Rota Takım Rotası Manager shift view Pick Up Shifts Vardiya Al Open shift list Location Not Verified Konum Doğrulanamadı Gate error message Complete Your Profile Profilini Tamamla Profile incomplete warning Timesheet and correction EN (app label) TR (app label) Note ---------------- ---------------- ----- Timesheets Zaman Çizelgesi / Timesheet Tab Timesheet Detail Zaman Çizelgesi Detayı Detail screen History Geçmiş Timesheet list title Request Correction Düzeltme Talebi Timesheet correction request Review Correction Düzeltmeyi İncele Manager approval screen Correction request Düzeltme talebi Generic phrase Approved Onaylandı Request status Rejected Reddedildi Request status Pending Beklemede Request status Incomplete Eksik / Tamamlanmamış Timesheet or checkout status Completed Tamamlandı Shift/timesheet status Leave EN (app label) TR (app label) Note ---------------- ---------------- ----- Leave İzin Tab and module Create Leave Request İzin Talebi Oluştur Leave request screen Leave Request Detail İzin Talebi Detayı Manager approval screen Leave Detail İzin Detayı Employee leave detail Cancel Leave Request İzin Talebini İptal Et Cancel confirmation Leave request İzin talebi Generic phrase Pending Leave Requests Bekleyen İzin Talepleri Manager summary Documents EN (app label) TR (app label) Note ---------------- ---------------- ----- Documents Belgeler Tab / module Company Documents Şirket Belgeleri Under Profile My Uploads Yüklemelerim Under Profile Document Detail Belge Detayı Manager document screen Read & acknowledge Oku ve onayla Document assignment action Upload file Dosya yükle Document response Document pending Belge bekliyor Today summary Manager and dashboard EN (app label) TR (app label) Note ---------------- ---------------- ----- Manager Panel Yönetici Paneli Manager home screen Open Team Rota Takım Rotasını Aç Manager entry from Today Needs Attention Dikkat Gerektiriyor Manager summary area Incomplete Checkouts Eksik Çıkışlar Manager queue Pending Corrections Bekleyen Düzeltmeler Manager queue Dashboard Kontrol Paneli / Dashboard Web admin home Time & Attendance Zaman ve Devam Web sidebar / module Staff Personel / Ekip Web sidebar Branches Şubeler Web sidebar Reports Raporlar Web sidebar Settings Ayarlar Web sidebar Profile fields EN (app label) TR (app label) Note ---------------- ---------------- ----- Phone Telefon Profile field Emergency Contact Name Acil Durum Kişi Adı Profile field Emergency Phone Acil Durum Telefonu Profile field Bank Details Banka Bilgileri Under Profile Payroll Bordro Under Profile Give Feedback Geri Bildirim Profile link Status and system EN (app label) TR (app label) Note ---------------- ---------------- ----- No Show Gelmedi Shift status Late Arrivals Geç Gelenler Summary At risk Risk altında Not yet checked in Active now Şu an aktif Checked in Request Change Değişiklik Talebi Shift change request Notification Preferences Bildirim Tercihleri Notification settings screen Technical terms Term Brief explanation ------ -------------------- Check-in window You can check in from 15 minutes before shift start until shift end. Geofence Area around the branch location; check-in/check-out is verified inside it. Verification token Security token obtained after location and selfie verification before check-in/check-out. Time log Single clock-in–clock-out pair record. Grace period (check-out) 15 minutes after shift end; if you don’t clock out in this time, the record is marked “incomplete”. No-show threshold If there’s no check-in 30 minutes after shift start, the shift is marked “no show”. Confirmed assignment Confirmed shift assignment; required to check in. Easily confused terms Correction vs Change Request: “Correction” = timesheet correction request. “Change Request” = shift change request. Don’t use one for the other. Manager vs Owner: Manager = authority within branch scope. Owner (Admin) = full organisation-wide authority.

Glossary

How do I change the app language? This article explains how to change the ROTA mobile app interface between Turkish and English. The selection applies to menus, buttons and supported screen text; some product names or not-yet-localised headings may remain unchanged. Every user role changes the setting from Profile, and the change does not alter work records. Role and persona All users. Prerequisites You must be signed in to the app. Steps 1. Go to Profile from the bottom menu. 2. Tap Language . 3. Select Türkçe or English . Successful result Supported screen text appears in the selected language. Common problems Situation What to do --- --- Some text is still in the previous language Fully close and reopen the app. Language option is missing Check that you are in the correct organisation and that the app is up to date.

Language

How do I approve or reject leave? (manager) This article explains how managers and owners review and decide on employee leave requests in the mobile app or web admin panel. Before deciding, check the date, leave type, employee note, evidence, balance and other employees on leave during the same dates. The approval or rejection is saved on the request and the employee is informed of the result. Role and persona Managers and owners. Prerequisites You need permission to manage leave requests and a pending request. Steps 1. On mobile, go to Today Pending Leave Requests or Leave Requests . On the web, open Leave Leave Requests . 2. Select the request and review its date, type, note, evidence and balance. 3. Check whether another employee is on leave during the same dates. 4. Select Approve or Reject and add a note if requested. 5. Confirm the decision on the confirmation screen. Successful result The request is updated to Approved or Rejected ; the employee is informed of the result. Common problems Situation What to do --- --- Request is missing Check the organisation, section and date filters. Decision button is missing The request may already be decided or your role may not have permission. Employee did not receive a push notification Confirm the request status; if device notifications are disabled, the employee should check in-app notifications.

Approve or reject leave (manager)

How do I cancel leave? This article explains how an employee sends a cancellation request for approved leave and how a manager decides on it. The employee provides a required cancellation reason; the leave remains Cancellation pending until the manager decides. The manager can approve the cancellation and return the balance or choose Keep Leave to keep the approved leave. Role and persona: Employees; managers and owners. Prerequisites: Leave must be Approved , a cancellation reason must be provided and a manager decision must be pending. Send a cancellation request 1. As an employee, open the leave from Leave Approved . 2. Tap Cancel Leave and read the warning. 3. Enter the cancellation reason and tap Submit Request . 4. Check that the record is Cancellation pending . 5. As a manager, open the record under Requests and select Approve Cancellation or Keep Leave . Result If approved, the leave is cancelled, the balance is returned according to the rule and the employee is informed. If Keep Leave is selected, the leave remains approved. Common problems Situation What to do --- --- Cancel Leave is missing The leave may be pending, historical or already in a cancellation flow. Submit is disabled Complete the required cancellation reason. Leave is still approved The leave remains valid until the manager decides.

Cancel leave and cancellation requests

How do I create a leave request? This article explains how to create a request for one of the leave types configured in your organisation using the mobile app. The employee selects the leave type, date range and, where offered, a full or half day; they add a note and required evidence before submitting. The request becomes Pending and goes to manager review. The employee is informed after the decision. Role and persona Employees. Prerequisites A leave type must be configured; leave types using a balance require enough days or hours. Steps 1. Go to Leave from the bottom menu. 2. Tap the plus button or Create Leave Request . 3. Select the leave type and dates; choose a full or half day if offered. 4. Add a note and required evidence if requested. 5. Check the summary and submit the request. Successful result The request becomes Pending and goes to manager review. After the decision, it appears in Approved or History with the relevant status and the employee is informed. Common problems Situation What to do --- --- Insufficient balance Check Balances and change the date range or leave type. Date cannot be selected Check the date order and organisation rules. Evidence is required Add the requested supporting document.

Create leave request

How do I sign in and select my organisation? This article explains how to sign in to ROTA from the mobile app or web admin panel and how users with more than one organisation membership select the correct workspace. The mobile flow guides Gig and Full-Time employees, while the web flow guides manager and owner roles; button labels and success results differ between the two surfaces. Role and persona All users; Gig and Full-Time employees on mobile, managers and owners in the web panel. Prerequisites You need an active ROTA account and at least one organisation membership. Your device must be connected to the internet. Steps Mobile app 1. On Sign in , enter your email address and tap Continue . 2. Enter your password and tap Sign In . Use Forgot Password? if needed. 3. To continue with Google, use Sign in with Google . If you are waiting for an invitation, use Resend invite link . 4. If you belong to more than one organisation, tap your workspace on Select organization . Web panel 1. On Sign in to your account , enter your email and password in the same form and click Sign in . 2. To continue with Google, use Continue with Google . Open Forgot password if needed. 3. If you belong to more than one organisation, select the workspace you want to open. Note: If you signed in with Google, signing out of the app does not sign you out of your Google account. On a shared computer, also sign out of your Google account when you are done. Successful result After a successful mobile sign-in, the selected organisation's Today screen opens. In the web panel, the selected organisation's management surface opens; Today is not the web result. Common problems Situation What to do --- --- No organizations on this account Contact your manager to add an active organisation to your account. Password is rejected Check your password; use Forgot Password? on mobile or Forgot password on the web. Invitation link is invalid Use Resend invite link on mobile or ask your manager for a new invitation. Sign-in does not finish Check your internet connection; contact support if the problem continues.

Sign in and organisation selection

How do I manage notification preferences? This article explains how to view notifications about shifts, leave, corrections and other account activity in the ROTA mobile app. The bell icon on Today shows the current unread count; tapping a notification takes you to the related request or record while you still have access to it. Role and persona All users. Prerequisites You must be signed in; phone permission must be enabled for push notifications. Steps 1. Tap the bell icon in the top-right of Today . 2. Review the date and subject in the list. 3. Tap a notification to open the related request or record. 4. If available for your account, manage preferences under Profile Notifications . Successful result The notification centre opens and the selected notification takes you to the related record. Common problems Situation What to do --- --- Push notification is missing Check ROTA notification permission, internet access and app preferences in phone settings. Badge does not update Refresh the notification screen or restart the app. Detail does not open The record may have been deleted or your access may have changed; update the app and try again.

Notification preferences

How do I open the user guide and send feedback? This article explains how to open the ROTA Help Centre from Profile in the mobile app and how to send feedback about an unresolved problem or product suggestion. The guide opens in a browser; feedback should include the organisation, screen, action time and visible error message, and must never include sensitive information such as a password. Role and persona All users. Prerequisites You must be signed in and connected to the internet. Steps 1. Go to Profile from the bottom menu. 2. Tap User Guide to open the Help Centre. 3. Select the relevant article and follow its steps. 4. If the problem continues, return to Profile and tap Give Feedback . 5. Describe the organisation, screen and error message, then send it. Successful result The guide opens or your feedback is prepared to be sent to the support team. Common problems Situation What to do --- --- Guide does not open Check the internet and open rota-app.com/help in a browser. Give Feedback does not work If the device has no email account, write to the support address using your own email app. Problem is hard to describe Include the screen name, time, error message and screenshot; do not share your password.

User guide and feedback

How do I update my personal details? This article explains how to update personal profile fields such as phone, address and emergency contact details in the ROTA mobile app. All users can edit fields made available to them; some fields such as name, email or organisation information may require manager permission. Missing required information may prevent check-in. Role and persona All users. Prerequisites You must be signed in and have the correct information ready. Steps 1. Go to Profile from the bottom menu. 2. Open Personal Details or Edit Profile . 3. Update the editable fields. 4. Check that required fields are not empty. 5. Tap Save . Successful result The details are saved to your profile; when required fields are complete, the profile incomplete warning is no longer shown. Common problems Situation What to do --- --- Save is disabled Check required fields and the phone format. Field cannot be edited Your manager may be the only person who can change that field. Change is not visible Refresh the screen or reopen the app.

Update personal details

How do I request a timesheet correction? This article explains how to send your manager a correction request for an incorrect or incomplete timesheet record. This flow is in the ROTA mobile app. You check the requested check-in and check-out times and provide a required Reason ; the request stays Pending until the manager decides. An approved change is applied to the timesheet; the decision appears under Request Statuses . Role and persona: Employees. Prerequisites: The record must be in Timesheets and a Reason must be provided. Request a correction 1. From the bottom tabs, go to Timesheets and open the detail of the record you want to correct. 2. Tap the correction button on the detail screen. Its label changes with the record's state; every label is listed in the table below. They all open the same Request Correction screen. 3. The form has two sections: the Recorded by System card shows the times already on the record, and the Requested Correction card below it shows the times you are asking for. 4. Check or edit the New Check-In and New Check-Out times. Times are in organization timezone. The requested check-in and check-out times must fall inside the time window from 4 hours before the shift start to 4 hours after the shift end; the boundary times are included. This rule is the same for Gig and Full-Time employees. On an overnight shift where the check-out falls on the next day, a +1d badge appears next to the time. 5. In the Reason field, briefly explain why the correction is needed. It is required; Submit stays disabled while it is empty. 6. Tap Submit and track the request under Request Statuses on the Today screen. Correction button labels Record state Button label --- --- Completed or early-leave shift Request Duration Correction Missing check-out Complete Missing Info After a rejected request Request Correction Again Marked as no-show Dispute Status Awaiting manager review Request Correction Closed as time undetermined Request a correction to add checkout time Other states Request Correction If the shift has not ended and there is no check-in yet, no correction button is shown; Clock In appears instead. Use the correction path after the shift ends. Successful result: The message "Request sent. A manager will review it — track it under Today → Request Statuses." appears. The request becomes Pending and lands in the mobile manager app's Pending Corrections queue. If the manager approves it, the timesheet is updated; if the manager rejects it, you see the reason in the Manager Decision section of the shift detail. You can also reach the same form from the To-Do section of the Today screen: the Incomplete checkout row opens that shift's form, and the Correction rejected row lets you send a new request for the same shift. After an approved correction, you can see the updated times by following Timesheet history. Common problems Situation What to do --- --- Submit is disabled Complete the Reason field and the required time fields. The form is closed — Your Request Is Under Review While a request for the same record is pending, the form does not open. Wait for the manager to resolve it. The request was rejected You can request again for the same shift: tap Today → To-Do → Correction rejected . Approved - Changes Not Allowed An approved record is closed for edits and locked. If you still need a different correction, contact your manager. The decision is not visible Refresh the Request Statuses list; if the request is still pending, contact your manager. Check-in/check-out time outside the window The selected time is outside the shift's allowed window (4 hours before the start to 4 hours after the end). Move the time inside that range. No correction button before the shift ends While the shift is running with no check-in, Clock In appears instead of a correction action. Use the correction path after the shift ends. Still not resolved Email the Support team. Related articles: Timesheet history · Approve corrections (manager) · Notification preferences.

Request correction

How do I manage user access and permissions? Admin list: Owners and super admins; role changes, branch scope (for managers), last owner protection. Manager capabilities: e.g. “Can managers approve their own timesheets?” toggles.

Access

How do I configure general settings? What it does: Workspace name, branding (logo, colour), regional format (time zone, first day of week, currency). Note: Changing time zone can affect historical data; read the confirmation dialog.

General

How do I configure operations settings? Scheduling rules: Min/max shift length, minimum rest between shifts. Time & Attendance policies: Check-in buffer, late threshold, rounding, automatic break deduction (if supported). Note: Some fields may be “Coming soon”; the guide only describes current fields.

Operations

How do I define branches, departments and roles? Branches: Add/edit branches, address, geofence radius, time zone. Archive (no hard delete). Departments: Functional areas (e.g. kitchen, front office). Roles: Job titles and optional levels.

Structure (branches, departments, roles)

How do I view my shifts and shift details? This article explains how to view assigned shifts by week in the ROTA mobile app and review the time, date, branch, location and status in shift details. Depending on your permissions and organisation settings, you may also see Team Rota for daily team shifts and Open Shifts for shifts available to claim. Role and persona: Employees, plus managers and owners where permitted. Prerequisites: You must be signed in to the app. Tabs vary by role and organisation settings. How to do it 1. Go to Shifts from the bottom menu. 2. Review the week and shift cards in My Shifts . 3. Tap a shift to check its time, date, branch and status. 4. Use Get Directions from the location card; when the action opens, tap Clock In or Clock Out . 5. If you have permission, review Team Rota and Open Shifts . Successful result: The selected shift's planned details and currently available actions are shown. Common problems Situation What to do --- --- Shift is missing Check the week and organisation; ask your manager if the shift has not been published. Team Rota is missing The section may be disabled for your role or organisation. Clock In is disabled Check the check-in opening time in shift details.

My shifts and shift detail

How do I view my timesheet history? This article explains how to review planned hours, actual check-in and check-out times, total worked time and record status for past shifts in Timesheets. Completed, early-finished, pending-review and no-show shifts are listed here; if a record is wrong or incomplete, you can start the correction process from its detail screen. Role and persona Employees. Prerequisites You must be signed in and have at least one shift record. Steps 1. Go to Timesheets from the bottom menu. 2. Review the date, planned time, branch, method, total duration and status labels. 3. Tap the record whose details you want to see. 4. Check planned and actual times and any late or early-departure information. Successful result The selected shift's time information and record status are shown. Common problems Situation What to do --- --- Record is missing Check the organisation and refresh the screen. Duration is different Check the actual times; submit a correction request if they are wrong. Pending The record is under manager review; wait for the decision.

Timesheet history

How do I fix common problems? Common errors and solutions are in the "If something goes wrong" sections of the related articles. Check-in/check-out: Check-in and check-out Profile incomplete: Sign in and organisation and Personal details Correction request: Request correction Leave: Create leave request Support: support@rota-app.com

Troubleshooting

What does the web-panel dashboard show? What it does: Gives a daily overview of your organisation: total shifts, checked-in / completed / incomplete check-outs, pending correction and leave requests, and “Needs Attention” items. How to use it: After signing in to web admin, the Dashboard is the main view. Use What should I work on? to go to the action queue.

Dashboard

How do I manage documents, reports and branches on the web panel? Documents: Upload documents, assign to staff/branch, set due date, download. Reports: Last 30 days summary, top staff (hours), hours by branch. Branches: Branch list, add/edit (owner); managers see only assigned branches.

Documents, Reports, Branches

How is leave managed in the web panel? What it does: View leave requests and balances; approve or reject requests; balances report. Basic steps: From the Leave page use My requests , Requests , Balances , and Balances report .

Leave management (web panel)

How do I plan shifts on the web panel? The Shifts page in the web panel shows the weekly schedule on one board. You can assign a shift to an employee or open it to the pool as an open shift, and create recurring shifts. New shifts start as drafts; when you select Publish and the week is published, the shifts become visible to employees who have an account. Warnings and conflicts are shown before you publish. Role and persona Account owners and managers. Employees cannot open this page; they see their own shifts in the mobile app. Managers work only in the branches they manage. Prerequisites Your organisation has at least one branch and active staff to assign. You are signed in to the web panel as an account owner or manager. Whether a manager can publish shifts depends on the Managers can publish shifts setting, which is on by default. Only an account owner can turn it off. If it is off, a manager gets an error when publishing; the setting lives under Settings › Manager capabilities . Steps Choose the week and view 1. Open Shifts from the left menu. 2. Use the Previous week and Next week buttons in the top bar to move between weeks. These buttons carry only an arrow icon; they have no visible text and the screen reader announces their names. The Today button between them has visible text and takes you to the current week. 3. The Week / Day view switch and the Create shift menu are shown in the top bar. When the viewport drops below the lg breakpoint both are hidden and are chosen from the More actions (⋯) menu in the top bar. 4. Narrow the board with the Branch , Employee and Status filters. The status list has Draft , Open , Scheduled , In Progress , Completed , Early Leave and No Show ; published shifts appear as Scheduled . The summary above the board shows assigned, unassigned and draft shifts. Assign a shift to an employee 1. Select Create shift Assign to employee . Double-clicking an empty cell on the day of an employee who has an account opens the same window. This double-click shortcut exists only for employees who have an account; for someone whose account has not been created yet, use Create shift Assign to employee . 2. Fill in Employee , Date , Branch , Start time and End time . A shift that passes midnight shows Ends next day . 3. Turn on Field shift if location verification should not be required for this shift. 4. Select Save draft . A shift is always created as a draft and stays hidden from the employee until it is published; someone whose account has not been created yet cannot see it in the app until they create their account. You cannot assign someone who already has another shift at the same time. Create recurring shifts 1. In the Assign to employee window, select Recurring . 2. Choose the Date range , the Days of week (at least one), the branch and the times. The window shows an estimate of how many shifts will be created. 3. Select Preview ; a preview is required. If there are conflicts, Save drafts stays disabled. 4. You can create at most 100 shifts at once. If the selection is too large, narrow the range or pick fewer days. 5. Select Save drafts . Recurring shifts are also created as drafts. Create an open shift 1. Select Create shift Open to pool . 2. Enter the date, branch and times. Optionally set a Position requirement ; only employees in that position can apply. 3. Under How it gets filled , choose First come, first served or Collect applications, you choose . If you collect applications, an Application deadline is required. 4. Select Save draft . When the week is published, the shift opens to the pool for eligible employees. 5. If you collect applications, you can choose someone only after the Application deadline has passed and before the shift starts; while the application window is open no selection can be made. Once the deadline has passed, in the Applications panel in the shift detail select Select this employee next to an employee, then confirm the assignment with Confirm & assign ; the other applications close. Check warnings 1. If a shift card has a warning badge (a triangle icon and a count), hovering over the badge shows a tooltip with the warning summary and View detail . View detail is not a separate clickable button; to see the reason, click the badge and the shift drawer opens scrolled to its Warnings section. 2. To see the whole week, use the Warnings button. The Weekly warnings panel can be filtered by Critical , Warning and Info . 3. Warnings cover the weekly hour limit, consecutive working days, rest time and overlap with approved leave. Weekly hours, consecutive days and rest warnings are advisory; critical issues such as a clash with approved leave can block publishing. Publish 1. Pick the right week and filters, then select Publish . The button shows the draft count, for example Publish (12) . Only drafts in the visible week and filters are published. 2. In the window, review the warnings, the estimated cost (if you have permission to view costs) and the assignments to publish. If there are warnings you can close with Go Back , or move to the confirmation step with Publish Anyway ; Publish Anyway does not publish, it only advances to the Review before publish step. 3. If critical issues block publishing, the window lists them. Use Go to shift to fix them. For an issue on a single shift you can also select Grant exception with justification ; the justification is written to the audit trail. An owner can grant exceptions in any branch; a manager only in their own branches. 4. On Review before publish , check the counts and select Publish . Edit and cancel 1. To edit a draft, select the shift and choose Edit . You can also drag drafts on the board to move them. 2. For an assigned shift in Scheduled status that has not started, the start and end date and time, the branch and the Field shift setting can be updated. Reason (required) must be filled in; the change is recorded and the assigned employee is notified if they have an account. A shift that has started, and an Open shift, cannot be edited; cancel it and create a new one. 3. Cancel Shift marks the shift as canceled and cannot be undone. An owner or manager can cancel a draft; only an owner can cancel a published or active shift. 4. To act on many shifts, select Select , mark the shifts and the bar at the bottom shows Edit , Cancel and Publish . The Publish in that bar works differently from the weekly publish flow; see the Bulk publish section below. Bulk edit is available for drafts only. Bulk publish The Publish in the selection bar is not the same as the weekly Publish flow: It publishes only the draft shifts you selected. It does not open the Review before publish window; it skips the warning, estimated-cost and Grant exception with justification steps. Because of this you cannot grant an exception for a conflict in the bulk flow. Shifts that cannot be published (for example because of a conflict, an unauthorised branch or an invalid duration) are not published. When the operation finishes, a result notification says how many shifts were published and how many failed. On a mixed result (some succeeded, some failed) use See details to open the failed shifts and their reasons in the Failed operations list; if every selected shift failed, the notification shows only that the operation failed. There is no separate pre-publish warning or narrowing step; if you want to see the warnings first, use the weekly Publish flow. If all the selected shifts are already published, bulk Publish is disabled. Successful result When publishing finishes you see "Successfully published N shift(s)!". The shifts move to Scheduled , assigned employees who have an account are notified, and unassigned drafts become open shifts that employees can take. Someone whose account has not been created yet cannot see their assigned shift in the app until they create their account; once they do, they are notified about shifts that have not ended yet. Common problems Situation What to do --- --- "You don't have access to this page" Shift planning is available to owner and manager roles only. Publish returns an error If you are a manager and an account owner has turned off the Managers can publish shifts setting, publishing is blocked; ask the owner to turn it on under Settings › Manager capabilities . "This shift overlaps with existing assignments and cannot be published" Select View conflicts , find the clashing shift and change the time or the employee. "Critical issue(s) blocking publish" Fix the issue, or grant an exception with a justification for a single-shift issue. An issue that affects an employee's whole week has no exception. "This shift has already ended" Pick a time range that has not passed yet. A published shift cannot be edited It may have started or be in Open status. Cancel it and create a new one; only an owner can cancel a published shift. You cannot cancel a shift Only an owner can cancel shifts that are not drafts. "This selection would create too many shifts" on a recurring shift Narrow the date range or select fewer days; at most 100 shifts are created at once. An employee cannot see their shift The shift may still be a draft; the employee sees it once the week is published. If the employee's account has not been created yet, they cannot see it until they create one. Related articles How do I manage staff on the web panel? · How is leave managed in the web panel? · How do I view attendance on the web panel? · How do I view my shifts and shift details?

Shifts

How do I manage staff on the web panel? The Staff page in the web panel lists every employee and manager in your organisation in one place. From here you can search and filter people, add new staff, import many people from a CSV or XLSX file, send invitations, and archive or offboard someone. Managers only see the staff in the branches they manage. Role and persona Account owners can add staff, bulk import and change roles. Managers view the staff in their branches and can select Add staff only for the Employee role in those branches. Identity details such as the National ID, and the Contract Details and Payroll tabs, are visible to the owner only; managers can use the HR tab for leave requests, leave balance and probation decisions. Managers can archive, offboard and reactivate people in the Employee role. Prerequisites You are signed in to the web panel as an account owner or manager. At least one branch is set up before you add a person. Position and department are optional. To download the sample CSV for bulk import, you need at least one active branch. Steps Find a person 1. Open Staff from the left menu. The summary at the top shows how many staff are in your scope. 2. Use the Search staff box to search by name. 3. Narrow the list with the Branch , Position , Employee Type , Status and Invite status filters. Active filters appear as chips; Clear all removes them. 4. The list shows Name , Position , Branch , Status and Probation Ends . Select the Name heading to sort by name. With many records, use Previous and Next to move between pages. 5. Select a row to open that person's record. Add one person 1. On Staff , select Add staff . Owners and managers see this button; a manager can only add people in the Employee role to the branches they manage. 2. On the Personal step, enter first and last name. If Send an invitation after saving stays selected, email and phone are also required. Date of birth, National ID and Employee / Registry No are optional. 3. On the Organization step, choose the role ( Employee or Manager ), the employment start date and at least one branch. A manager can have several branches. 4. On the Contract step, choose the work type ( Full-time , Part-time or Gig ). Term type, pay and weekly contracted hours are optional; Gig has no fixed pay field. 5. On the Review step, check the details and select Save staff . If you do not need an invitation email yet, clear Send an invitation after saving . The person is listed as No account yet until an account is created, and can still be given contract details and shifts, but cannot see those shifts in the app until the account is created. Bulk import 1. Open Bulk actions Bulk add staff . This menu is shown to the account owner. 2. Select Download sample CSV , then fill in the template. It has 19 fixed columns (including the registry number column); older 18-column files are also accepted. Your own headers are not mapped. 3. Write dates as YYYY-MM-DD (for example 2026-03-09). Branch, position and department names must match your organisation's names exactly. The limit is 500 rows and 1 MB. 4. Upload the CSV or XLSX file. Review the Valid , Invalid and Duplicate counts; use Download error CSV to fix rows that will not be imported. 5. Select Import N valid rows (N is the number of valid rows) to create the records. This step does not send invitation emails. 6. In the next Invite dispatch step, select Send invites to N members . If the email rate limit is reached, use Send remaining invites after the time shown. For failed invitations, select Resend invite on the person's record. Bulk add staff preview: four Valid, one Invalid and one Duplicate row with the Download error CSV button at the top right Manage an existing record 1. Select a person and open the Personal , Contract Details , Payroll and HR tabs. The owner can edit this information; Contract Details and Payroll are shown to the owner only. Managers see the Personal tab as read-only and use the HR tab. 2. For someone whose invitation is pending, select Resend invite on their record. To send the first invitation to a person with no account, enter the email and select Send invitation . 3. An owner can use Change role to update the role. A manager role needs at least one branch. 4. For someone who has not started working yet, Archive removes them from the list; nothing is deleted and Reactivate brings them back. 5. For someone who has already started working, use Offboard : choose the employment end date and reason. The contract is closed, the person is archived and future shift assignments are cancelled. Successful result The new person appears in the Staff list. If you sent an invitation, the status is Invitation pending and changes to Active once they accept. If you did not, the status stays No account yet . Common problems Situation What to do --- --- Bulk actions is missing on the list This menu is shown to the account owner only. Add staff is shown to owners and managers. A person you expect is not in the list Clear the active filters and the search box. If you are a manager, the person may be outside the branches you manage. Status shows Invitation failed , Invitation not delivered or Reported as spam Open the record and check the email address. Only the owner can correct the email address; if you are a manager, ask the owner to correct it, then select Resend invite . "This national ID is already registered", "Employee registry number already exists" or "This staff member already exists" Do not create a second record; open the existing person from the Staff list as the message suggests. "This person is archived" dialog Choose Reactivate instead of creating a new record. A person with a pending invitation and a linked account gets a new invitation. For a person with no linked account ( No account yet ), reactivate first, then send the invitation from their record. "Free plan seat limit reached" The free plan includes up to 10 active users, so the person is not added. An owner needs to upgrade the plan. Rows show Invalid in a bulk import Check the date format, required fields and branch names; the Error column in the error CSV gives the reason. Offboard is requested instead of Archive The person has already started working; use the Offboard flow. Related articles How do I plan shifts on the web panel? · How is leave managed in the web panel? · How do I define branches, departments and roles?

Staff

How do I view attendance on the web panel? What it does: Daily/weekly time and attendance view; incomplete check-outs queue; edit and approve check-in/check-out; late/incomplete/no-show statuses.

Situation	What to do
Some text is still in the previous language	Fully close and reopen the app.
Language option is missing	Check that you are in the correct organisation and that the app is up to date.