Overview
The rota view is your main scheduling canvas. It shows your staff, their rostered shifts, their leave and their working day preferences in a single grid.
The layout
Rows — each row is a staff member.
Columns — each column is a day.
Cells — each cell shows what that person is doing that day: a shift, leave, or nothing.
Each shift appears as a coloured block showing the start and end time, the unit, and any tags. Click a block to open the shift detail panel, where you can edit, copy or delete it.
At the end of every row, Florence shows that person's total scheduled hours for the period. This is your quickest check for under- or over-rostering before you publish.
Choosing what you see
Move through time with the navigation arrows at the top.
Filter by:
Location and unit — switch between services and departments.
Role — focus on one staff role.
All events — choose which event types appear: day shifts, night shifts, and each leave type. Deselect the shift types and you get a leave-only view of the week, which is the fastest way to see who's off.
Change the period you're looking at. The rota opens on one week, but you can widen it:
Choose your period length from the view selector — 1 week, 2 weeks, 4 weeks or 1 month.
Use the date picker to set the start and end date, including a "snap to weekday" helper for patterns like the last Friday of the month.
The arrows then move you a whole period at a time.
Hovering a shift on the longer views shows the worker's name, role, unit, location and any sub-shifts.
Two limits on the longer views. Templates and copying still work one week at a time, and printing is only available on the one-week view — worth knowing if your services put a printed rota on the wall.
Draft and published
The rota has two states:
Draft — visible to admins only. Workers can't see draft shifts in the app. The rota auto-saves as you build.
Published — visible to workers in Florence Go, and they're notified.
Everything you add starts as a draft, including shifts you add after publishing. See Publishing a Rota.
The colour key
Every published shift also carries a coloured stripe down its left edge in the matching colour.
Colour | Means | What to do |
Grey, dashed border | Draft — not published, admins only | Publish when the week is ready |
Blue | Published and open — no one assigned or applied yet | Assign someone, or let staff apply |
Green | Filled — a worker is assigned and confirmed. Shifts added from a template also show green | Nothing to do |
Amber | Applications waiting for you to review | Accept or decline |
Red | An error or conflict needing attention | Click it — see below |
Grey, "External shift" | A shift at one of your other services | Read-only — see below |
Leave blocks appear as a purple coloured block spanning the relevant days, with a different colour for each leave type. Hover or click one to see the type, dates and hours.
Icons and indicators
Warning icon — the shift has a conflict, usually overlapping leave or a working day preference.
Person icon or initials — a specific worker is assigned.
No worker shown — the shift is still open.
Faded or shaded day — the worker has a working day preference marking them as not normally available. This is a soft warning: you can still roster them.
Staffing indicator — green means your staffing requirement is met, red or amber means you're short or overstaffed.
Common questions
Can I change the colour of a shift?
No. Colours are set automatically by status and leave type, and aren't customisable.A shift is showing red — what's wrong?
Click it for the detail. It's usually approved leave overlapping the shift, or a non-working day. Reassign the shift, adjust the leave, or acknowledge the preference and carry on.Why can't I print my four-week view?
Printing works on the one-week view only. Switch back to print.Why can't I click an external shift?
They're read-only by design. Switch to that location to make changes there.A staffing indicator isn't showing.
View the rota the same way the requirement was set — by unit if it was set per unit, by location if per location.