Rota Compliance

Note: Screenshots in this article use data from our internal demo organisation. Any organisation IDs or user IDs visible in the screenshots reference our demo dataset, not your or any other customer's data.

🎯 Overview

Track how well your rota is filled by comparing scheduled shifts and hours against what's been allocated to employees.

This report:

• Surfaces total shifts and total hours per location, week-by-week
• Highlights the gap between scheduled and allocated shifts (and hours), with a percentage allocated figure
• Respects your organisational hierarchy — locations roll up to parent and grandparent locations

Use this dashboard to:

• Spot weeks or locations where shifts are going unfilled
• Compare rota fill rates across sites, regions, or the whole organisation
• Review allocated hours against total scheduled hours to plan staffing more confidently

➕ Benefits

• See unfilled rota gaps at a glance, broken down by location and week
• Switch between a shift-count view and an hours view depending on what matters for the conversation
• Pivot the data by week and location without leaving the dashboard

🗂️ Dashboard Tabs

Tab	What it shows	Best for
Shifts	Total shifts vs allocated shifts per location and week, with variance and % allocated	Checking rota fill rates by shift count
Hours	Total scheduled hours vs allocated hours per location and week, with variance and % allocated	Checking rota fill rates by hours

Shifts

Compare the number of shifts on the rota against the number that have been allocated to an employee. A Latest Data Sync indicator at the top tells you when the data was last refreshed.

• Rota Compliance Shifts Table — one row per location per week, showing Total Shifts, Allocated, Variance (the gap between the two), and % Allocated. Locations roll up with their parent and grandparent locations alongside.
• Rota Compliance Shifts Table – Pivot — the same data pivoted so weeks run across the top and locations down the side, making it easy to scan fill rates across the period at a glance.

Hours

Compare the total hours scheduled on the rota against the hours that have been allocated to an employee. As on the Shifts tab, a Latest Data Sync indicator sits at the top.

• Rota Compliance Hours Table — one row per location per week, showing Total Shifts, Allocated, Shift Hours (total scheduled hours, net of breaks), Allocated Hours, Variance, and % Allocated.
• Rota Compliance Hours Table – Pivot — the same data pivoted by week and location, so you can scan hours fill rates across the period.

🎛️ Filters

Standard Filters

These filters appear across Reporting Suite dashboards:

• Location / Parent Location / Grandparent Location — filter by organisational hierarchy

Report-Specific Filters

Filter	Default	What it does
Date Filter	Past 4 weeks	Limits the tables to weeks falling within the selected range

💡 Advanced Filtering

Location is multi-select, so you can compare any combination of sites side-by-side in the tables.

📅 Date Filtering

The Date Filter defaults to Past 4 weeks and drives which week-commencing rows appear in both tabs. Use the dropdown to switch to a relative period, fixed range, or specific dates.

❗️ Important Definitions

• Variance — the difference between scheduled and allocated. On the Shifts tab this is Total Shifts − Allocated (unfilled shifts). On the Hours tab it's Shift Hours − Allocated Hours (unfilled hours).
• % Allocated — the share of scheduled shifts (or hours) that have been assigned to an employee. A location showing 100% has every shift on its rota covered for that week.

🗓️ Data Coverage

• Data freshness: Refreshes every 30 minutes via the automated data pipeline. Check the Latest Data Sync indicator on the dashboard for the exact timestamp.

⬇️ Downloading Data

• To download the current view as a PDF, click the download button in the top-right corner of the dashboard.
• To download an individual chart or table as CSV or Excel, click the download button in the top-right corner of that chart.