Rota & Leave

A Rota represents the availability of medical staff (Doctors, nurses).
It defines working days and time ranges during which appointments can be booked.

• Rota is not Appointments
• Appointments are created inside the rota availability.

Calendar Views

The same calendar is used for:

• Viewing availability
• Creating rotas
• Editing rotas

Available views:

• Day View
• Week View

Add / Edit Rota – Visibility Logic

Add Rota

The Add Rota is shown when no rota exists for the selected scope.

Day View

• If no rota exists for the selected day
  → Add Rota is shown

Week View

• If no rota exists for the entire selected week
  → Add Rota is shown

Edit Rota

Edit Rota is shown when any rota exists within the selected scope.

Day View

• If a rota exists on the selected day
  → Edit Rota is shown

Week View

• If at least one day in the selected week has a rota
  → Edit Rota is shown

Note: After a new Doctor/Nurse is added, the admin needs to add the rota to use their profile for appointments.

Add Rota – How It Works

When Add Rota is used:

• A new availability period is created
• The rota applies starting from the selected start date
• Optionally:
  • Can be copied to multiple weeks
  • Can be limited with an end date

How to Add Rota

• Select Start Date
• Toggle on the switch button for Working Day

• Select the working hour schedule if needed
• If the end date is more than a week, then Admin can selectr copy weeks to set rota for multiple weeks (Active by default)

• Admin can see selected days and weeks in Preview before creating rota
  
• Selecting Apply will open up a confirmation screen
  
  
• Admin can create a Rota by selecting Save or Cancel/press (X) to discard changes.

Edit Rota -How it works

The Edit Rota page allows administrators to manage a doctor’s or nurse’s availability by day or by week. Availability determines whether a medical member can receive appointments.

• Displays the selected week’s availability for the medical member
• Each day shows:
  • Start time and end time
  • A Working Day toggle to enable or disable availability
• Navigation options:
  • Move between weeks using arrows
  • Jump to a specific week using the calendar picker
  • Return to the current week using Current Week

How to edit Rota

• Select Edit rota from the details page
• Select a date if needed or change with navigation
• To edit the changes Select “Edit This Week Availability.”
  
• Change the toggle switches for the intended days
  
• Change or add/delete time schedule if needed
• Select “Save Availability” to change the rota of selected dates.

Note: If a Rota changed of any staff who has future appointments, the appointments will be canceled. It will show as a conflict on the Admin list view, and the other resources will be released from the system (e,g: Room, Machine, etc)

Leave Management

The Leave Management feature allows administrators to record and manage staff absences (e.g. annual leave, sick leave, conferences) directly from the Rota page. Any leave created here automatically updates staff availability and ensures rota accuracy.

Accessing Leave Management from the Rota Page

1. Go to the Rota page.
2. Locate the Leave Management section.
3. Click Add New Leave.
4. If no leave has been created yet, the message “No leaves added yet” will be displayed.

Adding a New Leave

When you click Add New Leave, a modal window opens.

Step 1: Select Leave Dates

1. Start Date – Select the first day of leave.
2. End Date – Select the last day of leave.
   • For a single-day leave, choose the same date for both fields.

Selecting Leave Type and Notes

Step 2: Choose Leave Type

1. Click the Type of Leave dropdown.
2. Select one of the available options:
   • Annual Leave
   • Other (used for sick leave, conferences, training, etc.)

Step 3: Add Notes (Optional)

• Use the Notes field to add any additional information, such as:
  • Reason for leave
  • Approval details
  • Internal comments for other admins

Managing Availability Hours

Step 4: Set Availability

Admins can define whether the staff member is fully or partially unavailable.

Option A: Mark Unavailable (All Day)

• Toggle Mark unavailable (All day) ON.
• The staff member will be unavailable for the entire selected date range.

Option B: Partial Availability

1. Enter the available time range (e.g. 9:00 AM – 5:00 PM).
2. Click the + icon to add additional time slots if needed.
3. Use the delete icon to remove a time slot.
   
   

This option is useful for half-day leave or reduced working hours.

Saving or Cancelling the Leave

Step 5: Finalise the Leave

• Click Create Leave to save the leave entry.
• Click Cancel to exit without saving.

After saving:

• The leave appears in the Leave Management list.
• The rota updates automatically to reflect the staff member’s availability.

Edit Leave

• Allows the admin to change the Leave in a preferred way
  
• Selecting the Edit action button opens the edit modal
• Edit modal shows and has all functionality as Athe dd leave button

Delete Leave

• Allows Admin to terminate any leave if necessary, with a confirmation message

Note: Adding leave to the active rota may cause failure in booking. If a leave is added with the staff when they had booking, it will show conflict status in the Admin list view. And all other resources used by the booking will be released.