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Viewing Your Rota

This guide explains how to view your upcoming shifts, check your leave balance, and navigate the calendar.

Dashboard

When you log in, you land on the Dashboard. It gives you a quick summary of your rota at a glance.

Welcome message

At the top of the page you see "Welcome back" followed by your username.

Swap request alerts

If another clinician has asked to swap shifts with you, a highlighted banner appears at the top of the Dashboard. It tells you how many swap requests are waiting and links you straight to the swap requests page so you can respond.

Statistics cards

Below the welcome message there are up to four summary cards:

  • Upcoming Shifts -- the number of shifts you have in the next four weeks.
  • Completed (last 2 weeks) -- the number of shifts you completed in the last two weeks.
  • Annual Leave Remaining -- your remaining annual leave, shown as a number out of your total entitlement (for example "5 / 25 days"). Below this number you see the percentage of leave you have already used. If your entitlement has been adjusted, the adjustment is shown in brackets. Clicking the card takes you to the My Leave page.
  • Active Alerts -- (administrators only) the number of active system alerts.

Upcoming Shifts list

Below the statistics cards is a list of your upcoming shifts. Each entry shows:

  • The date of the shift (for example "Monday, May 12, 2025").
  • The shift type:
  • Duty Day -- a duty shift with on-call responsibility.
  • Standard Shift -- a normal working shift.
  • Half Day -- shown in brackets when the shift is only half a day.
  • A label indicating whether the shift is Pinned (manually placed) or Scheduled (generated by the rota algorithm).

If you have no upcoming shifts in the next four weeks, the list shows a message confirming this.

Calendar View

The Calendar gives you a full visual layout of the rota. To open it, select Calendar from the navigation menu.

Date range

At the top of the Calendar page there are two date fields: a start date and an end date. By default the calendar shows roughly 12 weeks. To jump to a different period:

  1. Set the start and end dates using the date pickers.
  2. Press the Go button.

Clinician filter

A dropdown labelled with clinician names lets you view the rota for any clinician at your practice. To see just your own shifts, select your name from the list, or pick the Mine entry. To see everyone, select All.

Viewing only your shifts

A Mine checkbox in the header overlays your own shifts (and your leave, shown as "You (Leave)") on whoever's rota you are viewing — useful when planning a shift swap, as you can compare your schedule against a colleague's without switching views.

Shift type filters

Below the header bar there are filter checkboxes for different leave and absence types:

  • A/L -- Annual Leave
  • R/q -- Day Not Working (a partner's planned non-clinical day)
  • Coroners -- Coroner's duty leave
  • Study -- Study leave

Tick or untick these to show or hide those entries on the calendar. Your filter choices are remembered for your next visit.

What you see on the calendar

The calendar displays a five-day grid (Monday to Friday). Each day cell shows:

  • Shifts as coloured badges, labelled by clinician type (Salaried, Partner, Locum, FY, or ST) and shift type (Duty).
  • Leave entries for annual leave, days not working, coroner's duty, and study leave, each with a distinct badge.
  • Bank holidays are highlighted on their respective dates.

Small markers on a badge carry extra detail (hover for an explanation): a tick means the shift has been synced to the clinical system (Systm1), ½ marks a half-day, L marks a locum booking, a face icon means the clinician is off sick, and a small note icon means the shift or leave carries a public note.

A legend at the bottom of the filter bar explains what each badge colour and label means.

How far ahead shifts appear

Ordinary shifts appear only within the settled rota — roughly the next six weeks. Further ahead, the calendar shows leave and bank holidays only, because the rota has not been finalised that far out yet. This is normal: as each rota generation settles, more shifts appear.

Shift details and swap requests

When you click on a shift in the calendar, a details pop-up appears with the full shift information and a Request Swap button to start a swap. Track and manage your swaps from the Shift Swaps page (see Shift Swaps).

Leave Balance

To see a full breakdown of your leave, select My Leave from the navigation menu, or click the Annual Leave Remaining card on the Dashboard.

Annual Leave Summary

At the top of the Leave page there is a summary card with three panels:

  • Remaining -- how many days of annual leave you have left to take.
  • Entitled -- your total effective entitlement for the year (including any adjustments).
  • Used -- how many days you have already used, shown as a number and as a percentage of your entitlement.

Below the three panels is a progress bar that fills up as you use your leave, so you can see at a glance how much you have used.

If your entitlement has been adjusted (for example due to a part-time change), an Adjustments note appears below the progress bar showing the number of days added or removed.

Your leave requests

Below the summary, all of your leave requests for the current year are listed, grouped by leave type (for example Annual Leave, Study Leave, and so on).

Each request shows:

  • The date range (for example "May 12 - 14").
  • The day of the week the leave starts.
  • The number of days the request covers.
  • The status:
  • Pending -- waiting for approval.
  • Approved -- confirmed.
  • Denied -- not approved; a short reason may be shown.
  • Cancellation pending -- you have asked to cancel this approved leave and an administrator is reviewing it (see Booking Leave -- Cancelling a Request).
  • A Cancel or Cancel Request button, if the request is still pending or approved.

If you have no leave entitlement set yet, the page shows a message advising you to contact an administrator.

Booking leave

A Book Leave button at the top of the leave page takes you to the leave booking form.

Profile

To manage your account settings, select Profile from the menu under your username in the top corner.

Account Information

The profile page shows your:

  • Username
  • Email address
  • Role (Doctor, or Dashboard Admin if you have admin privileges)
  • Member Since date

If your account is linked to a clinician record, additional details are shown:

  • Clinician Name
  • Type (for example Salaried, Partner, Locum, FY Doctor, ST Doctor)
  • Status (Active or Inactive)

Calendar Feed

The Calendar Feed section lets you subscribe to your rota from an external calendar app such as Google Calendar or Apple Calendar. See Calendar Feed for the full walkthrough.

To set up the calendar feed:

  1. Tick Enable Calendar Feed.
  2. Press Save Settings.
  3. A feed URL appears in a highlighted box. Press the Copy button to copy it.
  4. In your calendar app:
  5. Google Calendar: Go to Settings, then Add calendar, then From URL, and paste the URL.
  6. Apple Calendar: Go to File, then New Calendar Subscription, and paste the URL.

Your rota shifts and approved leave will then appear automatically in your external calendar and stay up to date.

Regenerate Secret Key: If you need to revoke access (for example if someone else has your feed URL), tick "Regenerate Secret Key" and save. This gives you a new URL and invalidates the old one. Remember to update your calendar app with the new URL.

Change Password

At the bottom of the profile page is a form to change your password. Enter your old password, then your new password twice, and press Change Password.

Quick Actions

The profile page also has a Quick Actions section with links to:

  • View My Schedule -- opens the Calendar.
  • Request Leave -- opens the leave booking form.
  • System Admin -- (staff accounts only) opens the Django admin site.