Setting up the rotaPro

This page is for org admins. The rota is set up under Organisation Settings > Rota, a tab that appears when your plan includes it. Desks are counted per half day, which makes it easy for your team to come in when it helps and stay home when it doesn’t.

Until there’s a room, the Getting started card on your dashboard shows Add a room to the rota. For how your team books, see Booking a desk.

Add a location

1. Under Locations & rooms, select Add location.
2. Give it a Name, like London.
3. Choose a Country if you like. It only decides which office someone’s rota opens on, and everyone can still book every office.
4. Select Add location.

Add a room

1. Select Add room in the location’s heading.
2. Give it a Room name and a number of Desks, from 1 to 500. It starts at 4.
3. Check the Location.
4. Under Days it can be booked, untick any days it’s closed. It starts on Monday to Friday, and ticking a weekend day opens it that day.
5. Select Add room.

Each room’s desks are counted per half day, so a room can be full in the morning and have space in the afternoon.

Changing or removing

• Narrowing a room’s days keeps any bookings already made on the days you untick.
• Removing a room deletes its bookings from today on, and any weekly repeats.
• Removing a location keeps its rooms, unassigned, so nobody loses a booking.

Once you have two or more locations, a room with no location shows on the Rota page under its own Other rooms tab, so nobody loses a booking. To put it back in an office, Edit the room and choose a Location.

Booking rules

• How much notice to book a desk? From Same day is fine (the default) to A week before.
• How far ahead can the team book? This week only, 1 week ahead, 2 weeks ahead, 4 weeks ahead (the default), 8 weeks ahead or No limit. It runs to the end of that week.
• How late can team members remove themselves? From Any time, even on the day (the default) to A week before, measured from the start of the working day.

Select Save Settings to keep your changes.

Closures

A closure on the house closes every room, and desks booked on those days are removed. See Organisation dates.