How do I publish shifts on Rota?

Once you have created your shifts and are happy with all of the details included in them, they’re ready to be published to your staff. 

Publishing means the sessions are now live on the platform, so clinicians and other staff can see them and apply for them.

You can publish multiple shifts at the same time or publish shifts individually.

Here’s how to publish multiple shifts:

Start by making sure you are in the Rota view by clicking Rota on the top navigation bar.

Click on the blue Tools button in the top right hand corner of the Rota, then select Publish from the list.

This will take you to the Publish tool, where you can choose which shifts to publish and make available to staff. If you need to edit any shifts before you publish them, just click the cross in the top right hand corner to return to the Rota view. You can learn how to edit your shifts by reading our guide to editing.

If you don't need to make any edits, choose which practice you want to publish shifts for by using the dropdown list at the top. If you are only managing one practice or site using the platform, you’ll only see one item in the list.

If you want to publish all of the shifts you have created at once, leave the custom date range switch off.

However, if you want to only publish shifts that fall within a certain range of dates, switch on the custom date range. This will cause a calendar to appear. 

Click on a date to select it as the start of your time range, then click on another date to set it as the end of the range: for example, from a Monday to a Friday, or from the beginning to the end of a month. 

If you want to publish the shifts for one particular day, double-click on the day to select it.

The dates you have selected will be highlighted blue, and marked as Selected.

To clear your selected dates, either click the grey cross on the selected date range highlighted in blue, or click Clear selection beneath the calendar. 

Continue once you've chosen the dates you want to publish your shifts for.

Next, choose which staff type you want to publish shifts for. Click on the dropdown menu, then click on the tickboxes to select all the roles you want: for example, all shifts for GPs, or for Practice Nurses, or both.

Under Summary of group visibility, you can see a summary of the shifts you are publishing. This is broken down by who you are publishing to, whether that’s your existing rota staff, your priority access bank staff, or staff available through the marketplace. 

Once you are ready, click Confirm Publish, and your shifts will go live to staff.

Here’s how to publish an individual shift:

On your rota, select the draft shift that you would like to publish. This will open a summary of information about the shift.

Click the Publish button on the shift summary.

Unpublished shifts that have been created as vacant, the shift will publish immediately. Your rota staff will not be emailed about this additional vacant shift, although they will be able to see it on their Find Work page. 

Where a person is assigned to an unpublished shift, you’ll be asked to confirm before the shift is published. Once you’ve clicked Confirm, that person will be notified by email that they’ve been booked into a shift.

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Customer Support

If you ever experience any technical issues or have questions, please don't hesitate to contact the Customer Support team here at Lantum