The i-Clarity staff rota links to the appointment diary. Staff members who have a clinic added to the diary will automatically have an entry created in the rota, unless it was done in advance of the clinic creation.

 

Preparing To Use The Staff Rota

Rota Display in Diary

Underneath the name of the user running the clinic, is space for a summary of the staff rota to be displayed.

If you would like the usernames of the other staff in on this day to be displayed, then open the Maintenance module of i-Clarity. Navigate to the Misc 7 tab.

On this tab there is a box labelled 'Show Rota in Diary'.

Ticking this box will show the usernames of the staff marked as present in the Rota.

Further to this, there is an option on the Misc 6 tab called 'Show All Staff Initials'.

If this box is unticked, then only the usernames of the staff present that do not have a clinic in the diary that day will be displayed.

If this box is ticked, then the usernames of all of the staff present will be displayed except for the users running the individual clinic.

 

Colour Coding Staff Types

To help you differentiate between different staff types when adding staff members to the rota, it is advised that you colour code your staff types in the Maintenance module.

In the Maintenance module, navigate to the 'Staff Types' tab.

Double click in the colour field against the staff type.

This will open a colour panel.

Select a colour for this staff type by clicking on it and then click 'OK'. Repeat this for all staff types.

The names of the staff members will be colour coded according to their staff type in the rota.

 

Staff Member Hours

When you add a staff member to the rota, their start time, lunch time, lunch length and finish time will be automatically populated. (However, this can be amended in the rota if required). If you would like to amend the default times that are entered automatically, open the Maintenance module of i-Clarity and navigate to the users tab.

The times can be amended by editing the fields in the grid.

 

Staff Member's Mobile Number

SMS messages can be sent to staff members from the Rota. To use this function, ensure the mobile number of the staff member is entered against their name in the 'Users' tab of the Maintenance module.

 

Setting Up A Staff Member's Annual Leave Allowance

Within the rota is the ability to monitor how much annual leave a staff member has taken.

In the Users Tab in the Maintenance module, scroll along until the 'Leave Start' and 'Leave Days' fields are visible.

Enter the start date/reset date of the annual leave.

Enter the amount of annual leave days the user is allowed.

 

Setting Up Your Rota

After clicking on the rota icon, the rota for today will be displayed.

The date will be displayed at the top.

You can scroll through each day by clicking on the arrows to the right and left of the date.

Or you can navigate straight to a day by clicking on the calendar arrow and clicking on the date you require.

 

Adding A Staff Member To The Rota For The Day

Select the staff member you would like to add to the rota for the day.

Select the status of the staff member for the day.

Click 'Add'.

The staff member will be added to the rota for the day.

 

Adding A Staff Member To The Rota For More Than One Day At A Time

Click on the button 'Add Block'.

The Block-Book Rota Window will open.

Select the staff member you would like to add to the rota.

Select the status you would like to add the staff member to the rota for.

Select the first day of the block in the 'From' field.

Select the last day of the block in the 'To' field.

Enter any ad hoc notes if required.

Click 'Add'.

 

Removing A Staff Member From The Rota

To remove a staff member from the rota, click on the grey space next to their name.

This will highlight their line in the rota.

Then press the 'Delete' button on the keyboard.

 

Changing The Status Of A Staff Member For The Day

To change the status of a staff member for a day, click on the arrow next to the current status selected.

Select the new status from the available list.

The status of the staff member will be updated.

 

Changing The Status Of A Staff Member For More Than One Day At A Time

The 'Add Block' function can be used to change the status of a user for a block of time.

Click the 'Add Block' button.

Select the staff member that you need to change the status for.

Select the new status.

Select the start and end date of the block and click 'Add'.

This will change the status of the user for the days between the dates selected.

 

Duplicating The Rota For One Day To Another

If you would like to duplicate the rota entries from one day to another, select the day you would like to duplicate from the top calendar.

The day you want to duplicate will be displayed.

Select the day you would like to duplicate the rota entries to from the 'Duplicate To' calendar.

Click 'Go'.

The rota entries will be duplicated to the date selected.

Any staff members already on the rota for the date selected will not be removed.

 

Duplicating The Rota For One Day To A Series Of Other Days

To duplicate the entries on the rota for a particular day to a series of other days, click the 'Multiple Duplicate' button.

In the 'Multiple Duplicate Rota' window, select the day you would like to duplicate.

Then select the start and end date of the days you would like to copy the rota entries to.

Click 'Copy Rotas'.

 

Duplicating A Block Of The Rota To Another Block Of Time

To duplicate a block of rota entries to another block, e.g. to copy a week block of rota entries to another week.

Click on the 'Block Duplicate' button.

Select the start and end date of the block of days that you would like to duplicate.

Then select the start and end date of the block of days you would like to copy the rota entries to.

Click 'Copy Rotas'.

 

Rota Spreadsheets

Standard Rota

You can also use spreadsheets to create your rota. The easiest way to do this is to set up an initial period of rate entries, e.g. a week, from within the Rota screen of i-Clarity.

Then use the 'Export Standard Rota' to create a spreadsheet for a longer period using the from and to date picker.

This will create a spreadsheet that looks like this:

You can then complete this rota by adding each staff member’s initials to the days that they are working. If you copy and paste the initials then the colours will be copied as well, if you simply type in the initials the cells will not be colour coded, but they will still import correctly.

When you have completed the rota spreadsheet then you can click the ‘Import Standard Rota’ button to import the new details.

 

Enhanced Rota

The 'Export Enhanced Rota' button will export the rota into a spreadsheet in the following format:

To control which days appear on the rota, use the two date picker fields below.

 

Other Features Of The Staff Rota

Days Worked Report

To run a Days Worked Report, click on the 'Days Worked Report' button.

Select the dates that you would like to run the report 'From' and 'To'.

If you would like to filter the report to show a specific 'Staff Member' then tick the box next to the staff member text and select the staff member from the list.

If you would like to filter the report to show a specific status then tick the box next to the status text and select the status from the list.

Click 'Run Report'.

 

Check Leave

To check the amount of annual leave a staff member has used, select the staff member's name from the drop-down list.

Click the 'Check Leave' button.

 

Send SMS To Staff Member

To send an SMS message to a staff member select the staff member's name from the drop-down list.

Click the button 'Send SMS to this Staff Member'.

Type the text message in the box and click the 'Send' button.