Staff Schedule (Rota)

The Staff Schedule (Rota) module lets you define your team, assign weekly shifts, and share schedules with staff. Access it from the Menu → Staff Schedule (in the main navigation) or via the direct route /staff-schedule.

Overview

• Staff list: Add staff with name, role, department, and colour
• Weekly grid: View and edit shifts for each staff member by day (Mon–Sun)
• Shifts: Set start/end times, mark off days, add notes
• Share: Export or share the schedule via your device’s share sheet

Accessing Staff Schedule

1. Log in to your BeSeat account
2. Open the Menu and select Staff Schedule
3. The page shows the current week by default

Managing Staff

Adding Staff

1. Click Add Staff (or the staff panel icon)
2. Enter:
   • Name — Full name
   • Role — e.g. Waiter, Chef, Manager
   • Department — e.g. Front, Kitchen, Bar, Management
   • Colour — Used in the schedule grid
   • Email — Optional
3. Click Save

Editing Staff

1. Open the staff panel
2. Find the staff member and click Edit
3. Update the fields and save

Deleting Staff

1. Open the staff panel
2. Click Delete next to the staff member
3. Confirm — past week schedules are not affected

Adding Staff to the Schedule Table

Staff must be added to the schedule table before you can assign shifts:

1. Open the staff panel
2. Click Add to Table next to a staff member, or drag them onto the grid
3. Staff appear in the grid in the order you add them

Managing Shifts

Adding a Shift

1. Turn on Edit mode (pencil icon)
2. Click an empty cell for a staff member and day
3. In the modal:
   • Set Start time and End time (e.g. 09:00–17:00)
   • Optionally add a Note
   • Or check Off day for a day off
4. Click Save

Editing a Shift

1. Turn on Edit mode
2. Click the existing shift cell
3. Update times, note, or off-day status
4. Click Save

Deleting a Shift

1. Turn on Edit mode
2. Click the shift
3. Click Delete in the modal

Week Navigation

• Use ← and → to move between weeks
• The week label shows the date range (e.g. 24 Feb – 2 Mar)
• Each week is saved separately

Department Filter

Use the All / Management / Front / Kitchen / Bar filter to show only staff in a selected department. Useful for larger teams.

Saving

1. Make your changes (staff list and/or shifts)
2. Click Save (floppy disk icon)
3. A success message confirms the save

Note: Staff list changes apply to all weeks. Shift changes apply only to the current week.

Sharing the Schedule

1. Click Share
2. Choose:
   • Share — Uses your device’s share sheet (WhatsApp, Email, etc.)
   • Copy — Copies a text version to the clipboard

The shared format includes staff names, roles, departments, and shifts per day.

Analytics Integration

When available, the schedule view can show booking counts per day to help plan staffing levels.

Related Settings

• User Management — Invite staff to the BeSeat app
• Business Hours — Your operating hours
• Booking Settings — Booking rules and limits