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Assigning a Rota Code

  • Updated

Purpose

A rota code in NHS At Work is used to link a medic to their roster, between a specified date range. This guide covers how to manually assign and administer rota codes for Medics within NHS At Work. Rota Codes can also be administered via the import - see ‘The Medic Import Process’ guide for more information.

 

Assigning a Rota Code

  1. Navigate to ‘Administration’ in the left-hand menu, select ‘Staff’ and then ‘Staff List’ to view the medics currently in NHS At Work.
  2. Click on the Staff List ellipsis and select ‘Assign Rota’.
  1. Use the search function or filters to locate the medic/s that you wish to assign a new rota code to.

Top Tip! When adding the same Rota Code and Start/End date to more than one medic, use the multi-select tickboxes to update multiple medics simultaneously. Selected medics will appear in a list at the bottom of the Staff List screen. You can search and add more medics as many times as needed without losing your list.

  1. Once you have selected all medics that you wish to administer, select the ‘Assign Rota Code’ button.
  1. Complete the ‘Assign Rota’ form with the relevant information and then click ‘Assign’ to add this information for all selected Medics.
    • Rota Code – This is the code either chosen or auto-generated when the rota pattern was created or imported. See the ‘Creating a New Roster Period’ guide for instructions on how to link the rota code to a roster period.
    • Start Date – This is a mandatory field and dictates when the system will begin to generate shifts for the selected workers on the chosen rota code.
    • End Date – An optional field that dictates when the system will stop generating shifts for the selected workers on the chosen rota code. If left blank, the system will generate shifts up to either the Roster Period End Date, the medic’s Leaving Date, or 13-months into the future, whichever comes first.

Top Tip! If the Rota Code entered does not yet exist, a warning will be displayed to notify the user that this is a new Rota Code. The medic will not be available to be rostered until this rota code exists against a roster.

 

Version 1.0 - Approved 29/12/2025