Building your team

Employees and Registers provide the basis for the automated scheduling functionality so it’s important to add everyone in to get an accurate rota.

To get started, navigate to the Team tab within the app (as seen below). To start off, you’ll only see yourself listed there. You’ll notice a + button in the bottom right.

Tap the + button and let’s add a team member. The first screen is employee details - fill this in for your member of staff. The automatic scheduler will use their Hours Per Week to guarantee we appease their contracted hours. The Holiday Allowance will be used to ensure they can’t book more holiday than their agreed allowance and their Role will dictate the permissions they have within the app. Mostly employees should be just that, employees. This will limit their access to just the Dashboard so they are only able to view their rota, with no access to the Team, Registers and Holidays tabs. If you wish to appoint someone else to set up your nursery on the app, you can set them up first as a Manager and they’ll be granted the same access as you.

After tapping ‘Next’ to proceed to the next page, you’ll be presented with the Employee availability screen. Here, you’ll specify when this employee can work. If the Employee is a Manager, then their availability will be used to schedule them for the days and shifts selected. For example, a Manager might be contracted to work every day of the week in which case you should select every shift. For Employees however, their availability provided on this page will be taken into account as well as their contracted hours and the EYFS ratios to find appropriate shifts for them to work, also considering everyone else’s availability to find the optimum rota for your business.

Next up, we have the scheduling options. The Start Date will be used when the scheduler runs to determine when they should be put into the rota. For example, if an Employee starts next week, you could specify the day and they’ll be put into the rota from that point. If you want them to start immediately, leave it as today’s date. The End Date can be used for temp staff or in the future to remove a member of staff from the rota when they’re leaving your organisation.

Once you tap ‘Save’ they’ll be added to your Team, the automatic scheduler will run and add them to the rota, and they’ll also be sent an email inviting them to your organisation. Let your employee know so they can download the app and log in. Once they’ve logged in they’ll be able to see their rota, perform administrative tasks if they’re a Manager, and also start receiving notifications from the app.

Continue to add your Employees and Managers. You can go back to the Dashboard on the first tab at any time to see the rota being built as more staff members are added in.

Editing your team members is as easy as adding them. Within the Team page, tap the 3 dots and then ‘Edit’. Here you’ll see the same options which will enable you to adjust an Employee or Manager’s profile.