How to Set Up Shift Rotations in CrmLeaf
All editions. Core feature - no add-on required.
Availability: All editions. Core feature - no add-on required.
Overview
A shift rotation is a repeating pattern of shifts that CrmLeaf applies automatically to a pool of employees on a set cadence. Instead of rebuilding the roster every week or month, you define the pattern once and the rotation keeps the schedules moving. Use rotations where teams alternate between shifts on a predictable cycle.
How It Works
You define the pattern, choose which employees it applies to, set how often it advances, and CrmLeaf writes the resulting shift schedules.
Create shifts → Define the rotation pattern → Select the employee pool → Set the cadence → Rotation applies automatically → Review the shift calendar
- The pattern is built from shifts that already exist, so create the shift definitions first.
- The rotation applies to a pool of employees rather than to one person at a time.
- The cadence determines how often the pool advances to the next shift in the pattern.
- The result is ordinary shift schedules, so the roster and shift calendar show rotated shifts the same way as manually assigned ones.
- Because attendance is evaluated against the shift in force, rotating a pool changes what counts as late for those employees from the next cycle onward.
Who Can Use This Feature?
Administrator
- Create and edit shift rotation patterns.
- Select the employee pool a rotation applies to.
- Set the cadence on which the rotation advances.
- Review the generated roster and correct exceptions.
This functionality is available only to Administrators.
Prerequisites
- Every shift used in the pattern exists in the shift definitions.
- The employees who will be in the pool have employee records.
- Company holidays and weekly offs are configured.
- You know the order of shifts in the pattern and how often it should advance.
For Administrators
Step 1: Confirm the shifts the pattern will use
What to do: Check that each shift in your intended pattern exists with the correct working hours. Create any missing shift before building the rotation.
What to verify: Every shift you need appears in the shift list.
Step 2: Create the rotation
What to do: Open the shift rotation screen and select Add. Name the rotation and define the pattern by placing the shifts in the order they should be worked. Select Save.
What to verify: The rotation is saved and the pattern shows the shifts in the intended order.
Step 3: Select the employee pool
What to do: Add the employees the rotation should apply to. Include only people who genuinely rotate, so employees on a fixed shift keep their assignment.
What to verify: The rotation lists exactly the employees you intend to rotate.
Step 4: Set the cadence and start
What to do: Set how often the rotation advances and when it begins. Select Save to activate it.
What to verify: The rotation is active and the start point is the date you intended.
Step 5: Verify on the shift calendar
What to do: Open the shift calendar for the next full cycle and confirm each employee moves to the expected shift on the expected date. Adjust individual schedules where a person needs an exception.
What to verify: The calendar shows the rotated pattern and no employee is left without a shift.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Rotation name | Identifies the rotation in the list. | Yes |
| Pattern | The ordered set of shifts the pool rotates through. | Yes |
| Employee pool | The employees the rotation applies to. | Yes |
| Cadence | How often the rotation advances to the next shift in the pattern. | Yes |
Expected Result
The rotation is saved and active. Shift schedules for the employee pool are generated according to the pattern and cadence, and appear on the shift calendar and in each employee's roster.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- A rotation writes shift schedules automatically. If you also assign shifts by hand to the same employees for the same dates, confirm which assignment applies before relying on the roster.
- Test a rotation with a small pool over one cycle before applying it to a large team.
- Changing the working hours of a shift inside a pattern changes attendance evaluation and hourly-leave deductions for everyone rotated onto it.
Common Scenarios
Example: two teams alternating weekly. Create the morning and evening shifts, build a rotation with those two shifts in order, add both teams to the pool, and set the cadence to advance weekly. Each team then swaps shift every week without any manual rostering.
Example: one person needs an exception. Leave the rotation in place for the pool and adjust that employee's schedule for the affected dates in the roster, or remove them from the pool if the exception is permanent.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The rotation did not advance. | The rotation is not active, or the cadence and start date do not fall where expected. | Open the rotation and confirm it is active with the intended cadence and start. |
| An employee is on the wrong shift. | They are in the wrong position in the pool, or an individual assignment overlaps the rotation. | Review the pool and the employee's schedule for those dates. |
| A shift cannot be added to the pattern. | The shift definition does not exist. | Create the shift, then edit the pattern. |
| Rotated employees are marked late after a swap. | Attendance was compared against the new shift while people worked the old hours. | Confirm the rotation start date matches the date the team actually changed hours. |
Frequently Asked Questions
Do I still need shift definitions if I use rotations?
Yes. A rotation arranges existing shifts into a pattern; it does not define working hours itself.
Can one employee be in more than one rotation?
Keep each employee in a single rotation. Overlapping rotations produce competing schedules for the same dates.
Can I stop a rotation without deleting the roster already generated?
Confirm the behaviour for your account before you rely on it; the schedules already written and the future ones are handled separately.
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