Reports¶
This guide covers the eight reports in RotaCC. Each report answers a specific operational question about your rota -- from duty fairness to staffing shortfalls. Use them to spot problems early, make adjustments, and demonstrate equitable scheduling.
Overview¶
All reports live under the Reports section of the admin dashboard. They are accessible only to admin users. Each report page shares the same layout: controls at the top, data below, and a footer showing the generation timestamp and date range.
Accessing reports¶
Navigate to Reports from the admin sidebar. From the reports hub, choose the report you need. Each report has a direct URL:
| Report | URL |
|---|---|
| Duty Fairness | /reports/duty-fairness/ |
| Monday Balance | /reports/monday-balance/ |
| Remaining Leave | /reports/remaining-leave/ |
| Staffing Overview | /reports/staffing-overview/ |
| Partner WTE | /reports/partner-wte/ |
| Partner WTE Availability | /reports/partner-wte-availability/ |
| Partner WTE Availability Chart | /reports/partner-wte-availability/chart/ |
| Weekly Availability | /reports/weekly-availability/ |
Use the Back to Reports link at the top of each page to return to the hub.
Selecting a date range¶
Every report has a control bar at the top with three inputs:
- Year -- A dropdown (2023--2026). Selecting a year and clicking Generate Report runs the report for that full calendar year (1 Jan to 31 Dec).
- Custom Start / Custom End -- Date pickers. Fill in both to override the year selector and run the report for an arbitrary period. If you provide custom dates, the year dropdown is ignored.
Click Generate Report to refresh the data. The footer beneath each report confirms the exact range used.
Partner filter¶
Duty Fairness, Monday Balance, and Partner WTE include an expandable Partner Filter panel. Use it to exclude specific partners from the calculation -- for example, removing someone on long-term sick leave so they do not skew the averages.
Uncheck any partner to exclude them. Use Select All and Deselect All for bulk toggling. The excluded partners are passed as a query parameter when you generate the report.
Duty Fairness¶
What it shows: How duty days are distributed across partners compared to their WTE.
When to use it: After generating a rota, or partway through a reporting period, to check that the on-call / duty burden is being shared fairly. A partner who is significantly "over" on duty days is carrying more than their fair share; a partner who is significantly "under" may need additional duty shifts.
How to read the data¶
The report is a table with one row per partner. Columns:
| Column | Meaning |
|---|---|
| Partner | Name and WTE percentage. Partners who do not participate in duty are marked with a "No duty" badge and greyed out. |
| WTE | The partner's working time equivalent (e.g. 50% = half-time). |
| Equivalency | Duty days normalised to 100% WTE. Calculated as actual duty days divided by (WTE / 100). A partner at 50% WTE with 6 duty days has an equivalency of 12. |
| Expected | The fair share of duty days for this partner, derived from the average equivalency of all participating partners multiplied by their WTE. |
| Actual | The number of duty days assigned to this partner in the selected period. |
| Status | A colour-coded indicator. Green (+N) means over their expected share. Pink (-N) means under. Grey means within the plus or minus 1 day tolerance band ("on target"). |
What the numbers tell you¶
- Large positive differences (e.g. +5 or more) mean that partner is doing substantially more duty than their WTE warrants. Consider redistributing.
- Large negative differences mean the partner is under-contributing on duty. Check whether they have been on leave, or whether the rota algorithm could not find slots for them.
- Non-participants are shown for transparency but excluded from all calculations. Their equivalency and expected values display as dashes.
The summary at the top shows the number of participating partners and their combined WTE.
Monday Balance¶
What it shows: How Mondays are distributed across partners relative to their WTE. Mondays are a sought-after day in general practice, so this report acts as a fairness check on a desirable shift type.
When to use it: Alongside Duty Fairness, to verify that the "good" shifts are not concentrated on a small number of partners. Run it after each rota generation, or when a partner raises a concern about their Monday allocation.
How to read the data¶
The table layout mirrors Duty Fairness:
| Column | Meaning |
|---|---|
| Partner | Name and WTE percentage. |
| WTE | Working time equivalent. |
| Equivalency | Mondays worked normalised to 100% WTE. Half-day shifts count as 0.5. |
| Expected | The fair share of Mondays for this partner, derived from the group average. |
| Actual | Mondays worked in the selected period (full day = 1, half day = 0.5). |
| Status | Green (+N) = over their share. Pink (-N) = under. Grey = within plus or minus 1 ("on target"). |
The summary also shows the total Mondays in the period and any bank holiday Mondays (which are flagged separately because they do not count as standard working Mondays).
What the numbers tell you¶
- Bank holiday Mondays are excluded from the Monday count. The report notes how many bank holidays fell on a Monday in the selected period.
- A partner consistently showing as under may have their Mondays blocked by leave or working pattern restrictions. Check their working terms if the imbalance persists.
- Because the expected value is derived from the group average, excluding a partner (via the partner filter) will shift everyone else's expected values.
Remaining Leave¶
What it shows: How much annual leave each clinician still has left to book before the end of the calendar year, with urgency indicators.
When to use it: Monthly or quarterly, to identify clinicians who are falling behind on taking their leave. Use it to nudge people before it becomes a problem at year-end.
How to read the data¶
The report is split into two sections -- Partners (leave measured in weeks) and Salaried Doctors (leave measured in days). Each clinician has a card showing:
| Field | Meaning |
|---|---|
| Entitlement | Total annual leave allowance (weeks for partners, days for salaried). |
| Used | Leave already booked or taken. |
| Remaining | Leave still to book. |
| Progress bar | A visual indicator of how much of the entitlement has been used. Turns yellow above 90% usage, red above 100%. |
| Urgency badge | High (red), Medium (amber), or Low (green). |
What the urgency levels mean¶
- High -- The clinician has more than 2 weeks (partners) or 5 days (salaried) remaining, and fewer than 50 working days left in the year. Action needed soon.
- Medium -- Some leave remains but time pressure is building.
- Low -- On track. Either all leave is booked, or there is plenty of time remaining.
What to do with this information¶
- Prioritise follow-up with High urgency clinicians. Encourage them to submit leave requests.
- Cross-reference with the Staffing Overview report -- if a clinician needs to take leave, check whether the dates they want are likely to be understaffed.
- The report notes that it reflects each clinician's active contract, not a historical snapshot for a specific year.
Staffing Overview¶
What it shows: Every date in the selected period that falls below minimum staffing requirements, with a difficulty rating for filling the gap.
When to use it: Before and after generating a rota. Before, to anticipate problem dates. After, to confirm that the rota has resolved them. Also useful when a clinician submits a leave request -- check whether the dates they want are already tight.
How to read the data¶
The report opens with a summary dashboard:
| Metric | Meaning |
|---|---|
| Total Days | Number of working days in the selected period. |
| Understaffed | Days where the number of scheduled clinicians is below the minimum. |
| Critical | Days where the deficit is more than 2 clinicians, or there are not enough available partners to cover the shortfall. |
Below the summary, each understaffed date is shown as a tile:
| Field | Meaning |
|---|---|
| Date and day | The specific date and day of the week. |
| Difficulty | Low (green), Medium (amber), or High (red). |
| Deficit | How many clinicians short (minimum required minus scheduled). |
| Need / Have | The minimum required for that day versus how many are currently scheduled. |
| Available Partners | Names of partners not on annual leave that day who could potentially fill the gap. |
What the difficulty levels mean¶
- Low -- Deficit of 1. One extra person would fix it. Usually straightforward.
- Medium -- Deficit of 2. Requires coordination but may be achievable with available partners.
- High -- Deficit of more than 2, or the number of available partners is less than or equal to the deficit. This date needs immediate attention -- consider locum cover or asking partners on non-working days.
What to do with this information¶
- High difficulty dates should be your first priority. If no partners are listed as available, you may need to restructure the rota or arrange external cover.
- Use the Available Partners list on each tile to identify who could be asked to cover.
- If the report shows no understaffed dates, the rota is meeting minimums and you are in good shape.
Partner WTE¶
What it shows: Whether each partner is on track to work the minimum number of shifts required by their WTE, with equivalency-based fairness analysis.
When to use it: Mid-period check-ins and end-of-period reviews. Use it to see who is ahead and who needs more shifts scheduled to meet their contractual obligation. This is also useful when planning the remainder of a period -- it tells you where to prioritise shift allocation.
Year-end exclusion¶
The report automatically excludes the last two weeks of the calendar year (approximately 18 December onwards) from its calculations. This period uses different rota rules and should not count toward WTE targets. The exclusion only applies when your selected date range includes the actual year-end.
How to read the data¶
The summary shows total combined WTE and the net position (total shifts still needed, or total surplus).
Each partner row contains:
| Column | Meaning |
|---|---|
| Partner | Name and WTE percentage. |
| WTE | Working time equivalent. |
| Equivalency | Scheduled shifts normalised to 100% WTE. Calculated as scheduled shifts divided by (WTE / 100). |
| Required | The number of shifts this partner should work by the end of the period, based on their WTE. |
| Scheduled | Shifts already scheduled (excluding the year-end period). |
| Balanced | The fair-share target, derived from the average equivalency of all partners multiplied by their WTE. |
| To Balance | The difference between scheduled and balanced. Positive (green) means the partner is above the fair share. Negative (pink) means they are below. |
| Status | Over target (green), Under (amber), or On target (grey). |
| Shifts Needed | The remaining shifts required to meet the WTE-based minimum. Positive means more shifts are needed. Negative means the partner has a surplus. |
What the numbers tell you¶
- Positive "Shifts Needed" values tell you exactly how many more shifts that partner requires. Use this when building the rest of the rota.
- "To Balance" tells you about fairness relative to the group, while "Shifts Needed" tells you about meeting the contractual minimum. They answer different questions.
- If a partner shows as Under status with a large positive deficit, prioritise them in the next rota generation.
- Partners excluded via the filter are removed from the equivalency calculation, which will shift everyone else's balanced targets.
Minimum date range¶
The Partner WTE report requires a date range of at least two weeks. The form will alert you if you try to generate a report with a shorter period.
Partner WTE Availability¶
URL: /reports/partner-wte-availability/
This report shows which partners are available on each day of the week across the selected period, helping administrators identify coverage gaps and plan shift allocation.
What it shows: A breakdown of partner availability by day of week, showing which partners are typically available and which are not, with WTE-weighted analysis.
Partner WTE Availability Chart¶
URL: /reports/partner-wte-availability/chart/
A visual chart version of the Partner WTE Availability report, displaying availability data as a graphical representation for easier pattern recognition.
Weekly Availability¶
URL: /reports/weekly-availability/
This report provides a week-by-week breakdown of clinician availability, showing how many clinicians are scheduled versus the minimum required for each week.
Common controls and tips¶
Navigation¶
All reports share a sidebar and top bar. Use Back to Reports to return to the reports hub. The sidebar provides navigation to the rest of the admin interface.
Interpreting equivalency across reports¶
Duty Fairness, Monday Balance, and Partner WTE all use an equivalency model. The concept is the same in each case: take the raw count (duty days, Mondays, or shifts) and divide by WTE to express it as if the partner worked full time. The "expected" or "balanced" figure is then back-calculated from the group average equivalency.
This means:
- Excluding a partner changes the average, which changes everyone else's expected values.
- Small differences (within plus or minus 1) are normal and are flagged as "on target."
- The reports are comparative tools -- they tell you about relative fairness, not absolute correctness.
Export and printing¶
Reports are designed with print-friendly layouts. Use your browser's print function (Ctrl+P or Cmd+P) to produce a hard copy or save as PDF. The timestamp in the report footer confirms when the data was generated.
Workflow suggestion¶
A productive reporting cycle looks like this:
- Staffing Overview -- Identify problem dates in the period you are planning.
- Generate or adjust the rota -- Address the understaffed dates.
- Duty Fairness and Monday Balance -- Verify that the generated rota distributes duty days and Mondays fairly.
- Partner WTE -- Confirm every partner is on track for their shift requirement.
- Remaining Leave -- Chase up clinicians with high urgency before the window closes.
- Partner WTE Availability -- Check which partners are available on each day to spot coverage gaps.
- Partner WTE Availability Chart -- Visualise availability patterns to identify recurring shortfalls.
- Weekly Availability -- Review week-by-week clinician counts against minimums to catch problem weeks early.
Run all eight at the start of a new reporting period and again at the midpoint to catch drift early.