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
Shift cards on the rota are colour-coded so you can see each shift's status at a glance. Every published (non-draft) shift also shows a coloured stripe down its left edge in the matching colour.
Grey, with a dashed border — the shift is a draft. It hasn't been published yet, so only admins can see it.
Blue — the shift is published and open: it has been posted but no worker is assigned or has applied yet.
Green — the shift is filled: a worker is assigned and confirmed. Shifts added from a template also appear green.
Amber — the shift has applications waiting for you to review and approve.
Red — the shift has an error or conflict that needs your attention (for example, a clash with leave or a non-working day) and may not have posted correctly.
The Colour Key
The rota includes a colour key that explains what each shift colour means, so you don't have to memorise them. The key lists the same five states shown on the shift cards above:
Grey — Draft (not yet published)
Blue — Published & open (no one assigned yet)
Green — Filled (a worker is assigned)
Amber — Awaiting applications to review
Red — Error or conflict to resolve
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?
No. Shift colours in Florence are determined automatically by the shift's status (draft, open, filled, awaiting applications, or error/conflict) and by leave type — they are not manually customisable at the moment.
A shift is showing red — what should I do?
Red means the shift has an error or conflict. Click the shift to see the 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 it by reassigning the shift, adjusting the leave, or acknowledging the working day preference and proceeding.