Rota Analyser
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
See at a glance how your rota is shaped across the day — when staff are on shift, what roles they're covering, and how those patterns stack up by location.
This report:
- Visualises rostered shifts as a stacked pattern across hourly intervals for a single selected day
- Breaks coverage down by role (shift type) so you can see role mix hour-by-hour
- Lets you scope to a specific site, parent location, or grandparent location
Use this dashboard to:
- Check rota coverage for any given day at a glance
- Spot gaps or over-staffing at particular hours
- Compare role mix across the working day
📣 What's New?
- 2026-06-03 — Day Start Hour is now a dashboard-level filter, letting you shift the rota day boundary across the whole view (defaults to 4am).
➕ Benefits
- One quick visual answers "who's on, when, and in what role?" for any day you pick
- Drill into a specific site or roll up to a parent/grandparent location without rebuilding the view
- Toggle whether absence shifts feed the picture so you can see planned coverage vs. actual
🗂️ Dashboard Tabs
This is a single-page dashboard — there are no tabs to switch between.
The page contains:
- Selected Date — a scalar tile confirming the date currently in view (driven by the Select Day filter, defaulting to today when none is chosen).
- Rota Patterns — the headline chart. A stacked bar across hourly intervals from the rota day's start hour onwards, showing how many shifts are active in each hour, split by role (shift type). Use it to read coverage and role mix hour-by-hour for the selected day and location scope.
- Site — a reference list of locations available to you, useful for confirming the sites in scope before filtering.
- Latest Data Sync — the timestamp of the most recent data refresh, shown in your local timezone.
🎛️ Filters
Standard Filters
- Location / Parent Location / Grandparent Location — filter by organisational hierarchy
Report-Specific Filters
| Filter | Default | What it does |
|---|---|---|
| Select Day | Today | The single day the rota pattern is drawn for. |
| Day Start Hour | 4 | The hour at which the rota day begins; shifts the chart's starting hour and how cross-midnight shifts are attributed. |
| All Locations Downstream From | -- | Scope the view to every location sitting beneath a chosen point in the hierarchy. |
| Include Absence Shifts? | Include absence | Choose whether absence-type shifts feed the rota pattern. |
📅 Date Filtering
The Select Day filter drives the whole dashboard — pick any single date and the rota pattern redraws for that day. When no day is selected, the dashboard defaults to today in your organisation's timezone.
The Day Start Hour filter shifts the rota day boundary — set it to the hour your rota day begins (default 4, i.e. the day runs 4am to 4am the next morning). Shifts that cross this boundary are attributed to the rota day they started in.
❗️ Important Definitions
- Rota day — the 24-hour window the chart covers, starting from the Day Start Hour you set (default 4am). A shift that starts at 11pm on the selected day and ends at 7am the next morning therefore appears in the same rota day, which matches how care home and hospitality rotas are typically planned.
- Role — in the Rota Patterns chart, the colour split represents the shift type assigned to each shift (e.g. Care, Nurse, Kitchen), not the employee's contracted job title.
❓ Common Questions
Why does the chart still show shifts when nobody is rostered?
The Include Absence Shifts? filter defaults to Include absence, so absence entries (holiday, sickness) sit alongside live rostered shifts in the pattern. Switch it off to see only working shifts.
Why does my rota day start at 4am rather than midnight?
The Day Start Hour filter sets the hour the rota day begins. It's set to 4 by default because most rotas treat the early hours as part of the previous evening's shift. Adjust it on the filter bar if your operation runs on a different boundary.
🗓️ 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.