Rather than creating new shifts from scratch every time you create your rota, you can duplicate shifts you have previously created to save time.
This can help if you want to repeat the same shift patterns over a period of time: for example, copying shifts from one week across to the following week.
Here’s how to duplicate your 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 Duplicate from the list.
This will open the duplicate tool, where you can choose which shifts to duplicate. If you want to edit any shifts before you duplicate them, click the cross in the top right hand corner to return to the Rota view.
Choose which practice you want to duplicate 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.
Next, select the range of dates that include the shifts you want to copy. Click a date on the calendar to set it as the start of your time range, then click on another date to set it as the end of the range.
If you only want to duplicate the shifts from a single date, click on the date once to set it as the start date and again to set it as an end date.
These dates will be highlighted in light blue and added to the Copy from label.
Next, choose where you want to paste the shifts to.
To do this, hover your mouse over the calendar to position the shifts you are copying over when you want to paste them. The dates that shifts will be pasted to will be highlighted in grey.
Once you are happy with when the shifts will be pasted, click to select these dates. The dates you are pasting the shifts to will turn from grey to dark blue, and be added to the Paste to label.
You can also duplicate a set of shifts multiple times. To do this, hover over the calendar again and click wherever else you want to paste the shifts to.
To clear any dates from your selection, either click the grey cross on the selected labels to remove an individual set of dates, or click Clear selection beneath the calendar to clear everything.
Once you have selected the dates you want to duplicate, choose which staff type you want to create shifts for. Click on the dropdown menu, then click on the tickboxes to select the roles you want: for example, all shifts for GPs, or for Practice Nurses, or both.
In the Shifts selected table, you will see a summary of the shifts that will be duplicated with information on each shift, featuring:
- Status: whether the shifts you are copying are Unpublished, Vacant (published, but unfilled), or Booked (published and filled). TBC
- Time: the date, start and end times of the shift
- Group: who is able to apply for each shift, whether it’s your existing rota staff, those who you have given priority access, or staff from the marketplace
- Staff type: which role the shift is for, plus anyone who is currently allocated to it
- Hourly rate: how much the person filling the shift will be paid
You can order the shifts by each of these categories by clicking the header at the top of the column. For example, you could view shifts by staff type, hourly rate or in chronological order.
If there are any shifts in this selection that you do not want to duplicate, you can remove them from the selection by clicking the grey cross at the right end of the shift.
If you want to allocate the same staff from the copied shifts to the pasted shifts, turn on the switch underneath Paste shift with allocated staff.
Otherwise, if you only want to create the shifts without allocating any staff, leave the switch off.
Once you are ready, click Create Shifts, and your draft shifts will be created.
Please note that these shifts will not go live to GPs and other staff until they are published.