Florence

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…

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

How to add a new perm or bank staff member to Florence and add their Employment Details

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 workers receive in Florence Go, how push notifications and SMS work, and how to enable notifications on your device.

Rota - Florence Go Worker Guide: Notifications Explained

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)

How to add tags to shifts for filtering, reporting, and at-a-glance rota organisation.

Rota - Tagging Shifts

How to copy an entire week's shifts to a new week in one action, saving time on repeating schedules.

Rota - Copying Shifts to a New Week

How to duplicate an individual shift to another day or staff member using the 3-dot menu.

Rota - Copying a Single Shift

How to add individual shifts to the rota and assign them to a staff member.

Rota - Adding a Shift to the Rota

How to read the rota view — layout, colour coding, status indicators, and how to navigate between weeks and locations.

Rota - Understanding the Rota View

An overview of the main navigation in Florence — what each section contains and how to find your way around.

Rota - Navigating the Florence Portal

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

Upload documents to Perm & Bank Staff Profiles

Rota - Document Upload

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

Learn how to assign different worker types to the same staff member across multiple locations, ensuring flexibility and accurate payroll reporting.

Managing Staff with Multiple Worker Types (Permanent and Bank)

How to Re-enable Location Permissions on Your Phone (Perm & Bank Staff)

Rota - Introducing Florence: Your New Way to Manage Shifts and Work Life

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

Rota - Using Staffing Requirements in Florence

Adding and Editing Staff Contracts

Rota - Payroll

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

Unscheduled Shifts

Rota - Cross-location shifts on the Rota

Rota & Florence Go - Expenses & Mileage

How to archive a staff member when they leave, what data is retained, and how to reactivate a profile if they return.

Rota - Archiving a Staff Member

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 &amp; 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

How to view and set leave entitlements for staff, understand leave balances, and manage the leave year.

Rota - Setting Leave Entitlements for Staff

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

Rota - Compliance & Documents

Employment Details

Stephen Paul

Connor McQuillan

Rota

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