Florence

Share company updates with your staff in one place. Create feeds, post updates with photos and files, pin important posts, and let staff react and comment in Florence Go.

Rota - Newsfeed

Create and manage your own leave allowances (leave policies), assign them to staff through contract defaults, and see how they flow into leave booking, the rota and payroll.

Rota - Setting up Leave Allowances

Set your standard pay, hours, breaks, entitlements and leave once, so new contracts fill in automatically.

Rota - Contract defaults

Set up your payroll CSV to match the layout and column names your payroll software expects.

Rota - Payroll export settings

How to create a payroll group in Florence: choosing a payroll cycle and start date, assigning locations, and what Florence does automatically at the end of each period.

Rota - Adding a payroll group

Lock a finished week so shifts, leave and timesheets can't be changed without a recorded reason, and use the Weekly hours report to see which homes have signed off.

Rota - Weekly Sign-Off & Locking a Week

Set the staffing hours a location is funded for, track booked hours against budget on your rota, and request extra hours when you need them.

Rota - Staffing Budgets

A guide to Florence's payroll export files — what each one contains, when to use it, and key payroll terms explained.

Payroll exports: which file do I need?

How to access and manage your email preferences — turning Florence emails on or off by location and staff type, what each email covers, and how they relate to your…

Rota - Email Preferences

Add, edit and reject leave all on your Rota page and plan against your location's weekly annual leave budget.

Rota - Managing Leave on the Rota

Track new starters, leavers and changes to employee details in one place for payroll handovers.

Rota - Starters, Leavers & Changes

How the new leave flow works: recording hours per day, live allowance balances, multiple pay rates, and how it all flows into payroll.

Rota - Leave Updates: Hours, Allowances & Pay Rates

How access works in Florence, and what every permission toggle does.

This article explains how Permissions & Access work in Florence, and how to make sure the right people can…

Rota - Managing User Permissions & Access

How to block a permanent or bank staff member from picking up shifts, what happens to their upcoming shifts, and how to unblock them when needed.

Rota - Blocking and Unblocking a Staff Member

Learn how to use shift assignments to allocate a worker specific tasks within a shift and how workers can view their assignments in the Florence Go app.

Rota - Shift Assignment

How to unpublish a rota or discard draft changes, and what impact this has on workers and notifications.

Rota - Discarding Rota Shifts

How to create, manage, and use shift presets to speed up rota building.

Rota - Setting Up and Using Shift Presets

Adding a new starter, setting up their contract, changing pay, hours and leave, and what happens when someone leaves.

Rota - Adding a New Staff Member and their Contracts

What happens during Florence onboarding — what the Florence team configures and what you need to set up before going live.

Rota - Onboarding Overview: Getting Set Up on Florence

How to invite new admin users to the Florence portal and configure their permissions and location access.

Rota - Adding Admin Users & Setting Their Access

How to publish your rota to notify workers, what to check beforehand, and how to make changes after publishing.

Rota - Publishing a Rota

How workers can view their upcoming shifts and rota in the Florence Go app, including shift statuses and what to do if shifts aren't showing.

Rota - Worker Guide: Viewing Your Rota & Upcoming Shifts on Florence Go

What notifications admin users receive in Florence, and how to manage email and in-portal notification preferences.

Rota - Admin Email Notification Preferences

A guide to reading the Florence rota view — what the colour coding, icons, leave blocks, and status indicators mean.

Rota - Shift Colour Coding & Icons Explained

How leave types are configured in Florence during onboarding, what gets set up, and how to request changes after go-live.

Rota - Setting Up Leave Types (Onboarding)

Creating shifts, adding more than one to a day, and tagging them for filtering and reporting.

Rota - Adding a shift to the rota

Duplicating a single shift, or copying a whole week at once.

Rota - Copying Shifts

How to read the rota, what the colours and icons mean, and how to change what you're looking at.

Rota - Understanding the Rota View

Perm & Bank Staff can submit leave requests which are then add to the Rota.

Rota - Worker Leave Requests

Rota - Employee Records

How timesheets work for permanent and bank staff in Florence — from clock-in to payroll, including auto-approval, admin review, and agency differences.

Rota - Perm & Bank Staff Timesheets

Rota - Auto-Submission of Timesheets

Rota - How to setup my rota templates

Rota - Auto-Approving Timesheets for Perm & Bank Staff

Rota - I'm a worker, how do I clock-in and clock-out for my shift?

Rota - Clock-In and Clock-Out

Rota - Florence: Transforming Workforce Management in Health and Social Care

Rota - Using Staffing Requirements in Florence

Working Day Preferences help managers understand when staff members are normally unavailable, reducing scheduling mistakes when building rotas.

Rota - Working Day Preferences

Rota – How can I view shifts and pick up new shifts?

Employee Bank Details (Sage export)

Perm & Bank Workers - How to Submit a Timesheet

Why the Florence Go native app gives you a better experience than the PWA or SMS, and how to download it on iOS and Android.

Rota - Download the Florence Go App

Learn how to send messages to your staff using Florence's messaging feature - including segmenting users, scheduling, replies and managing participants.

Rota - Messaging

Rota - Unscheduled Shifts

Rota - Cross-location shifts on the Rota

Rota & Florence Go - Expenses & Mileage

How organisation-level pay rates and payroll rules are structured in Florence, and how to request changes after go-live.

Rota - Setting Up Pay Rates and Payroll Rules (Organisation Level)

How payroll rules work in Florence — overtime, bank holidays, night uplifts, and how they're applied in payroll calculations.

Rota - Understanding Payroll Rules

View more than 1 week at a time on your rota view.

Dynamic Rota - Expand your weekly and monthly views

Using the Registration/ Clock-in Page

🤖 New: Get an Early Look at Our AI Features. We've been building two AI tools to take real admin pain off your plate - here's a first look.

Florence AI features (Beta): Laurence & Employee Record Transcription

Setting the checks and documents your staff need, and keeping track of what's missing or about to expire.

Rota - Compliance & Documents

Employment Details

You can now export your staff information directly from Florence, including details like roles, contracted hours, and hourly pay rates. This article explains how to run the export and who…

Exporting your staff information

Custom fields - record extra information on staff profiles

Connor McQuillan

Rota

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