Last updated: February 2026
EDRota offers four ways to view the rota. Switch between them using the view selector at the top of the rota page.
The default view. Staff names run across the top as columns, dates run down the left as rows. Each cell shows the shift label in its assigned colour. Weekend rows are highlighted in amber.
Shift types run across the top as columns, dates run down the left. Each cell shows which staff are assigned to that shift on that day. Good for seeing coverage at a glance.
A traditional month calendar grid. Each day shows all shifts as coloured cards. Useful for getting an overview of the whole month.
A staffing overview for the current date showing who is scheduled for shifts. Available from the "Staffing Today" link in the navigation. You can also view shifts for any other date using the date picker.
When your department has public holidays configured, those dates appear with a rose-tinted background on the rota grid, diary, and calendar view. Hover over the date cell to see the holiday name. Holiday styling takes precedence over the usual amber weekend tint — so a bank holiday on a Saturday shows rose, not amber.
Each month's rota has a status: Draft or Published. You'll see a small badge in the rota header showing the current status. Draft means the rota is still being worked on by your rota lead. Published means it has been finalised.
Next to the draft/published badge, you may see a "X% filled" badge showing how many shifts have been assigned compared to the minimum cover requirements. The badge is green when coverage is 90% or above, amber for 60-89%, and red below 60%.
Shifts that may breach rest rules (e.g., less than 11 hours between shifts) show an orange triangle in the corner of the cell. Click on a shift with a violation indicator to see what rule was flagged. These are informational — they help your rota lead spot scheduling issues.
When your rota lead has set minimum staffing requirements, you may see amber gap indicators on the rota. These show where the actual shifts fall short of the required cover — for example, "2 more Day shifts needed on Monday". Gaps appear across all four views and update automatically as shifts are added or removed.
Some shifts are marked as "All Day" — they have no specific start or end time and count as 24 hours in statistics. These are typically used for on-call cover or full-day commitments.
For leave (annual leave, study leave, etc.), your admin will use the time-off category dropdown in the shift editor rather than an All Day shift. This ensures leave is tracked correctly in statistics and the ledger.
If you work across multiple roles (e.g., ED Consultant and ED Registrar), use the role selector in the header to switch between them. Each role has its own rota, shift templates, and permissions.
Subscribe to your shifts in Google Calendar, Apple Calendar, or Microsoft Outlook. Your calendar stays in sync automatically.
Click the share button in the rota toolbar.
Click "New Calendar Feed". Give it a name and optionally set filters.
Copy the ICS URL and paste it into your calendar app's "Subscribe" feature.
The marketplace lets staff trade shifts directly. Three types of request are available:
Post a shift you can't work. Other staff can claim it. Once someone claims it and an admin approves (if required), the shift moves to them.
Browse available shifts that need covering. Claim one and it's assigned to you (pending admin approval if configured).
Propose swapping one of your shifts for someone else's. The process is:
Select your shift and the shift you want. A request is sent to the other person.
The other staff member reviews the proposal and responds.
Once both parties agree, an admin gives final approval. Some departments have auto-approve enabled.
The diary is a shared space for team notes, announcements, and leave records. Everyone in the role can see diary entries.
When you have a diary entry, your column on the rota grid shows a coloured left border: amber for Annual Leave, blue for Study Leave, purple for Professional Leave, slate grey for other entries.
Use the "Announcement" type for important team-wide messages. These appear prominently at the top of the diary view for that day.
If your department uses a shared generic account (common on ward computers), you can change your personal PIN at any time.
This opens the identity and PIN management screen.
Select your name from the list and enter your current PIN.
Enter a new 5-digit PIN. It takes effect immediately.
You can install EDRota as a standalone app from your profile menu — look for the "Install App" button. On iOS Safari, use "Add to Home Screen" from the share menu instead.
See every change that's happened to your shifts — assignments, removals, time updates, and swaps. No need to ask your rota coordinator what changed; it's all in your profile.
Click your name in the header to open the Profile modal.
Below the PIN and Password buttons, you'll see the "My Shift Changes" button.
Use the month picker to view changes for any month. Each entry shows what changed, who made the change, and when.
The Statistics page gives you a breakdown of shift activity for the current role and time period.
If your role uses the PA/Hours Ledger, you'll see a detailed breakdown of your programmed activities (PAs) or hours tracked against your contracted targets.
| Staff | Nov | Dec | Running | ||||
|---|---|---|---|---|---|---|---|
| Tgt | Act | Bal | Tgt | Act | Bal | Bal | |
| Smith | 10.0 | 10.5 | +0.5 | 10.0 | 9.2 | -0.8 | -0.3 |
| Patel | 8.0 | 7.5 | -0.5 | 8.0 | 8.8 | +0.8 | +0.3 |
| Jones | 10.0 | 10.0 | 0.0 | 10.0 | 11.3 | +1.3 | +1.3 |
The running balance is cumulative — it adds up your monthly balances over the selected period. This supports annualised contracts where it's normal to be slightly ahead or behind in any given month, as long as things balance out over the year.
If your role has leave adjustment enabled, days of annual leave or other planned leave will reduce your monthly target rather than counting as worked hours. This means your balance stays fair during months with more leave — the ledger expects less from you in those months. You may notice your balance improving when leave is added; this is because the target dropped, not because the leave was counted as work.
Some roles track two activity categories separately. If your role uses PAs, these are called DCC (Direct Clinical Care) and SPA (Supporting Professional Activities). If your role uses Hours, they're labelled Clinical and Non-clinical. When split tracking is enabled, you'll see two rows per staff member — one for each category, each with their own target and balance. Leave adjustments are split proportionally based on your job plan.
On the Detailed rota view, a sticky footer row shows your current month's balance at the bottom of each staff column. This gives you an instant at-a-glance reading without visiting the Statistics page.