Rota - Messaging

Florence's messaging feature allows admins to send messages directly to staff - whether that's a specific group, a location, or your entire workforce. Workers receive a push notification and can reply directly in the app (unless replies are turned off).

The messaging icon is visible at the top of the screen for all admins using Rota or Bank Manager.

Click the messaging icon to go to the messaging page, then click Add new message.

You can send a message to:

You can also filter by shift timing: on shift now, working today or tomorrow, working this week, or worked yesterday.

If you want other admins to have visibility of the message thread, add them in the CC field. This is useful if a manager or director needs to stay across the conversation.

Add a subject line and your message body. You can format text (e.g. bold, highlight) and add hyperlinks - useful for linking staff to training pages, documents, or external resources.

By default, replies are enabled - meaning all participants in the thread can respond, and those replies are visible to everyone in the conversation.

If you want to send a one-way message (for example, a company-wide announcement), toggle Turn off replies. You'll still be able to see who has viewed the message, but staff won't be able to respond.

You can send immediately or schedule the message for a specific date and time.

Important: If you use custom criteria based on shift timing (e.g. "working today"), the criteria is evaluated at the time the message is sent, not when it was created. For example, if you schedule a message for tomorrow using "working today", it will send to staff working tomorrow.

Once sent, you can see who has read the message and all participants in the thread. You can also add a follow-up message to the same thread at any time.

Click Participants on an existing thread to add staff who weren't included in the original send, add additional admins, or remove participants.

Scheduled messages are clearly marked in the messaging view with their send date and time. You can cancel the scheduled send, reschedule to a different time, or discard the message entirely.

Can workers message admins directly?

No. Workers cannot initiate a conversation. They can only receive and reply to messages that an admin has sent first. Admins are always in control of when a conversation starts.

Can I stop workers from replying to a message?

Yes. When composing a message, toggle Turn off replies. Workers will still receive and view the message, but won't be able to respond. You can still see read receipts.

Will all staff see each other's replies?

Yes - if replies are enabled, all participants in the thread can see responses from other members of that group. If you want to avoid this, consider turning off replies for large group sends.

What happens if I schedule a message using shift-based criteria?

The recipient list is calculated at the time the message is sent, not when it's created. So if you set up a message today targeting "staff working today" but schedule it for tomorrow, it will send to staff working tomorrow.

Can I add someone to a thread after the message has already been sent?

Yes. Click Participants on the thread to add staff or admins who weren't included in the original message.

Can I send a message to just one location or job role?

Yes. When composing a message, select Customise criteria to filter by location, role, or team (permanent or bank). You can combine these with shift timing filters to target a very specific group.

Do workers need to be on shift to receive a message?

No. Messages are delivered via push notification regardless of whether a worker is on shift. Shift timing filters only affect who is included as a recipient - not delivery.

Is messaging available to both Bank and Perm customers?

Yes. The messaging feature is available to all admins using Florence Rota and/or Bank Manager product.