Understanding the Rota View
The Florence rota view uses colour coding, icons, and indicators to give you an at-a-glance picture of your schedule. This article explains what each visual element means so you can read and manage your rota confidently.
Shift Colour Coding
Shifts on the rota are colour-coded to show their current state:
Grey / light — shift is in draft state; not yet published to workers
Solid / filled colour — shift is published and visible to the assigned worker
Red / warning colour — shift has a conflict or issue that needs attention (e.g. clashes with leave, or assigned worker has a working day preference conflict)
Leave Blocks
Approved leave appears as a coloured block spanning the relevant days in a worker's row. Each leave type has its own colour, making it easy to distinguish between Annual Leave, Sick Leave, and other types at a glance.
Hovering over or clicking a leave block shows the leave type, dates, and hours.
Shift Icons & Indicators
Small icons on shifts provide additional context:
Warning / exclamation icon — the shift has a conflict, such as overlapping with leave or a working day preference
Person icon / initials — a specific worker is assigned to the shift
Empty shift — no worker assigned yet
Working Day Preference Indicators
If a worker has non-working days set in their preferences, these will be indicated visually in their row — typically with a faded or shaded background on that day. This is a soft warning only; shifts can still be added on those days.
See Working Day Preferences for more detail.
Staffing Requirements Indicator
If staffing requirements are configured for a role or unit, the rota will show whether those requirements are met for each day. A green indicator means requirements are met; a red or amber indicator means you are understaffed. See Using Staffing Requirements in Florence for details.
FAQs
Can I change the colour of a shift?
Shift colours in Florence are determined by their status (draft, published, conflict) and leave type — they are not manually customisable at the moment.
A shift is showing red — what should I do?
Click the shift to see the conflict detail. Common causes are the worker being on approved leave during that shift, or the shift falling on one of their non-working days. You can resolve conflicts by reassigning the shift, adjusting leave, or acknowledging the working day preference and proceeding.