Day-to-Day Rota Changes

This guide will take you through the typical day-to-day changes to the rota that you may require to action as a Rota Manager

Adding a new Shift

You can create a new shift by clicking into a vacant cell of the rota. A 'New shift' will appear with the 'Create' menu on the right-hand side of the screen

Inputting the required shift details:

• Location 
• Shift type - this will populate the default times for the shift, which you can amend if necessary 
• Staff type 
• Allocation - you can choose to create the shift 'Open to all Rota staff' which will appear vacant on your rota and clinicians will be able to apply for it through the app once published, or assign a specific clinician to it by choosing 'Assign Individual'
• Add any 'Description' and 'Labels' you may require for the shift - the assigned clinician will be able to see this shift detail

Click 'Create a draft shift' - The draft shift will now appear on your rota, unpublished

Editing a Shift

1. Left-click into any shift - this will open up a shift menu

2. To edit the shift, click on 'Edit' 

3. From here, you can edit any of the shift details set up when the shift was first created. Make the required change and click 'Save'

Drag and Drop Shifts

1. In order to re-allocate shifts using 'Drag-and-drop', simply click and hold left-click on the desired shift and drag your mouse to drop to the allocated location/assigned staff member
2. When moving an unpublished shift, clinicians will not be notified of any changes and you can move the shift around as needed
3. When you drop a published shift into a new location/ staff member, the below notification will appear;

• • Select the appropriate reason for moving shift and click 'Reassign and notify'

Assigning Staff to Vacant Shifts

Staff can be assigned to a vacant shift in two ways on Lantum:

• Dragging and Dropping using 'People View'
  Ensure you are in 'People view' by clicking 'Filters' on the top right corner of the Rota and select Configuration drop down to 'People' - this will list all of your clinicians on the left hand side of the rota. From here, you can drag and drop the shift to another clinician

Useful Tip: You can narrow down the clinicians appearing on the left hand side by unticking unrequired staff types and individuals from the rota view

OR

• Clicking edit & choosing a different assigned individual 
  Click on the shift you want to assign to someone else and select 'Edit'. Using the edit menu, click on 'Assign individual' and select the appropriate staff member

Useful Tip: To help you find the clinician quicker, click into the 'Staff' field and start typing their name to narrow down the search

Marking Shifts as Leave

1. To mark a shift as leave, click on the specified shift, and select 'Publish as leave'

1. From here, select the appropriate leave type from the drop down on the right hand side and click 'Save' - the shift will now appear in purple, indicating the leave. Clinicians will get a notification that their shift has now been changed to leave

Publishing a Shift

Publishing can be done in Two ways:

• To publish an individual shift, select the shift you wish to publish and click 'Publish shift'

OR

• Publish shifts in bulk (by site, date range and staff type)

1. To publish a group of shifts in bulk, click the “Tools” button on the top right-hand corner of the Rota and select 'Publish'

1. From here, you will be able to publish all shifts or set a custom date range using the toggle as shown below, as well as specified staff group(s) for a particular Location. Click 'Confirm Publish' to publish the selected range of (or all) shifts

Duplicating a shift:

1. Navigate to the ‘Tools’ option. Click on the drop-down to expand and select ‘Duplicate’
2. Ensure the relevant site is selected, then click and drag the cursor across the dates to be duplicated
3. Double click on the dates to paste the shifts to. Ensure the toggle ‘paste with selected staff’ is checked if the same staff are to be booked in for the shifts being duplicated

Multi-Select to Delete Shifts

1. Using the Multi-select tool, you can bulk delete Unpublished shifts. In order to access this, select one shift you wish to delete and click the 'Multi-select' option

1. Alternatively, you can multi-select Unpublished shifts from the rota view using the Command Key on your keyboard (Ctrl or ⌘ button) - simply hold the command key then click on a shift, and drag your mouse to select multiple shifts to delete
2. From here you will be able to select up to 30 unpublished shifts by clicking the required shifts for deletion. When you have selected all shifts for deletion, click the 'Delete' button in the bottom right corner of the screen
3. If you have selected shifts in error, hit 'Go back' to undo the action
4. When you are sure of the shifts you want to delete, after clicking 'Delete' a notification will pop up - click 'Delete shifts' in order to complete the action
5. To exit the multiselect function, click 'Go back' to return to the standard editing mode

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Getting further support

If you have any other queries regarding your Lantum account and getting set up, please get in touch with our Secondary Care Support Team at rota.managers@lantum.com