Help and frequently asked questions

Can I restart the demo?

If you’ve cancelled the demo or would just like to run through it again, you can restart it by clicking here.

• Do you have any tips & tricks for rota managers and their employees?
  Of course! See below for 81 rota management tips & tricks.

  1. You can save your changes at any time by pressing CTRL + S.
  2. You can undo any unsaved mistakes by pressing CTRL + Z.
  3. You can make changes to multiple cells at once by box-selecting them first with your mouse.
  4. You can move back and forward through the weeks by pressing CTRL + left/right arrows on your keyboard.
  5. For the best experience we recommend using an up to date browser such Google Chrome, Safari or Firefox.
  6. You can right click any staff member or facility on your rota to swap their shift with another.
  7. To split groups of shifts you can add a separator by entering a dash "-".
  8. You can reorder your staff and facilities by dragging them up/down the left hand column of the rota.
  9. You can change all references to "Facility" to anything you like via the display settings screen.
  10. We will never extend your subscription or charge your credit card unless you request us to.
  11. If you top-up for 12 months you'll get an automatic 20% discount.
  12. You can save your data offline, so if you make a mistake or lose something, you can easily restore it!
  13. For better printer and layout options we recommend you export to PDF first.
  14. You can export your employees to a CSV file, make changes in Excel and then re-upload them.
  15. Real-time reporting on the staff view will help you track staff costs and hours while you're scheduling.
  16. You can use the reports to budget, forecast and track hours worked by staff and their associated costs.
  17. You can track staff holiday, sick leave, training and other types of leave with the time off report.
  18. You can quickly send a text or email at any time using the "Send a message" link in the menu.
  19. You can enter global hourly rates and rate exceptions for all staff from your rota settings.
  20. You can enable staff to edit their own schedule from the "Permissions" link on their staff profile.
  21. Outbox messages won't be generated for staff that have opted out of receiving rota updates.
  22. You can reset your staff passwords at any time from their staff profile.
  23. You can add as many employees as you want to your rota at no extra cost.
  24. Rotas once set up are continuous so it's best to leave specific dates out of the rota title.
  25. You can stop your time off managers from approving their own time off requests from the settings screen.
  26. You can use your text credits to automatically send shift reminders to staff the day before their shift.
  27. You can change the start date of your holiday year from the settings screen.
  28. You can add guests to your rota, giving them read-only access to view any upcoming shifts.
  29. You don't have to enter staff email addresses, first names or last names. Just enter their initials!
  30. You can change the first day of your reporting month from the settings screen.
  31. You can keep your staff's contact details private from each other with options found in your privacy settings.
  32. You can give staff the option to request and cancel shifts online. Requests are hidden until approved.
  33. You can filter the reports by facility for a closer look at your where your staff hours and costs come from.
  34. You can group the results of the budget report by week or month for a more top level view of your costs.
  35. If you copy one cell and box-select a range before pasting it will paste into all the selected cells.
  36. You can use the arrow keys to change the selected cell. You can hold shift to select a range of cells.
  37. You can take a top level view of staff time off throughout the year with the time-off planner.
  38. The notice board is public for all staff to share information. You can share files via the "Uploads" area.
  39. You can change the default colour of shift times, comments, requests and more on the colours and fonts screen.
  40. You can change the start and finish days defining your rota working week from the settings screen.
  41. You can change the "reply to" email address of staff alerts to any email address in your communications settings.
  42. You can switch the display format for times on the rota from 12 hour to 24 hour in your display settings.
  43. You can add time off from the rota by selecting a range, right click menu -> "Add" -> "Time off".
  44. You can add a new shift or comment by double clicking in a cell.
  45. If you want to copy a cell check you haven't selected an item inside it first (beware of the black arrow).
  46. If you type your staff or facility names as a comment the system will automatically match them up for you.
  47. You can quickly copy a shift by holding the shift key down while you drag it with the mouse.
  48. You can change the currency symbol in the reports from the help section or from your profile (as a manager).
  49. You can change the date formats in the system from the help section or from your profile (as a manager).
  50. You can customise the site with your own logo and sub-domain free of charge with any 12 month purchase.
  51. You can quickly transfer data to and from your templates by copying and pasting.
  52. You can close any message box with the ENTER key, or by pressing the first letter of the text on the button.
  53. To quickly select a column of cells you can click a cell and press CTRL + SHIFT + D.
  54. To quickly select a row of cells you can click a cell and press CTRL + SHIFT + R.
  55. To quickly add a staff holiday you can click a cell and press CTRL + SHIFT + H.
  56. You can copy and paste cells (one or more) with the keyboard using CTRL + C to copy and CTRL + V to paste.
  57. To scroll straight to the bottom of the rota press END or CTRL + END for the bottom right corner.
  58. To scroll straight to the top of the rota press HOME or CTRL + HOME for the top right corner.
  59. To scroll left and right along the rota press SHIFT + PAGEDOWN for right or SHIFT + PAGEUP for left.
  60. If you ever decide to leave just let your account expire. There's no need to delete yourself or deregister.
  61. By holding CTRL whilst selecting with your mouse you can create separate, split selections on the roster.
  62. To keep your report history accurate you can set start and end dates on staff pay rates as they change.
  63. Staff can request multiple shifts at once by highlighting multiple cells before right clicking to request.
  64. If you use multiple rotas you can update all rota contact preferences using the "Contact preferences" link.
  65. Administrators can add custom columns to staff and facilities, storing data specific to their business.
  66. Data stored in custom columns can be kept private, shared with managers, shared with staff or made public.
  67. Data stored in custom columns can be used to filter data across the system, including reports and the rota.
  68. You can filter your roster by facility, department, job title or any custom column you add to the system.
  69. Using formulas, you can create smart filters. Useful for filtering staff by age, or how much they're paid.
  70. You can set up a 2nd set of rates within Findmyshift to help track how much you should charge your clients.
  71. Staff can receive free push notifications for shift reminders on their Android and iOS devices.
  72. You can avoid duplicate rates for each day of the week by creating "Weekday" or "Weekend" rates.
  73. You can sort the staff and facility screens by clicking on the column headings.
  74. You can display departments and job titles of staff beneath their names of on the staff view.
  75. Administrators can choose to get notifications when their subscription or text credits are running low.
  76. Salaried staff can earn overtime by adding a "x1" rate multiplier beneath their overtime shifts.
  77. Staff that earn a day rate can earn hourly overtime by adding a rate multiplier to their overtime shift.
  78. When salaries, day rates or hourly rates are entered our reports can forecast labour costs in real time.
  79. Day rates are only ever paid when staff work a shift however salaries are paid every weekday regardless.
  80. Rate exceptions apply to day rates in the same way they do to hourly rates.
  81. You can set a shift as unpaid by adding "x0" or "Unpaid" in a comment beneath it.
• How can I stop emails being sent to me about approvals and cancellations?
  Once you've logged in to your account, find your staff profile and click on "Show advanced options" and then click "Contact preferences". From here you can specify your email and text message preferences.
• How do I add new columns of data on my staff and facilities?
  New user-defined columns can be added to both the "Staff" and "Facilities" screens. To add a new column:
  
  1. Log in as an administrator.
  2. Visit the staff or facilities screen.
  3. Click the small plus (+) symbol on the right hand side of the column headings.
  4. Type the name of your new column in the small box that appears.
  5. Press enter to save.
  
  Once you've added your new columns you can fill them with data via the staff and facility profiles.
• My staff can't view anything when they log in to their rota.
  Staff can only see shifts that you've published. By default, the system is set to automatically publish shifts, however if you've switched this off you'll need to right click your rota and find the "Publish" menu and select the time period to publish.
• Why are items on my staff rota highlighted red?
  An item highlighted in red on your staff rota notifies you when a staff member has requested a cancellation of a shift. By hovering your mouse over that entry you’ll see additional information about the cancellation, including the date cancelled and any reason provided by your employee.
  
  To accept the cancellation you can right click on the entry and click "Accept". In the same way, to decline the request, click "Decline".
• How do I copy and paste an entire week of staff rotas?
  To copy and paste a week of schedules you just need to follow the below quick and easy steps:
  
  1. Select a cell on your rota by left clicking it with your mouse then extend the selection through the week by dragging your mouse over the other cells.
  2. Right click on the rota and select "Copy".
  3. Select the dates of the week you want to copy over.
  4. Right click the rota and select "Paste".
• How can I change the date, currency and number formats in the rota and reports?
  Findmyshift offers a range of different formats for dates, currencies and numbers on your rota and in your reports. By default Findmyshift uses your browsers language settings to determine how to display dates, currencies and numbers, however you can override this by selecting one of the options below. If you select the wrong language or would like to revert back to your browsers default language settings click here.
  
  

  Afrikaans (Suid Afrika)	R 12,345,678.90	2013/05/21	21 Mei 2013
  Català (català)	12.345.678,90 €	21/05/2013	dimarts, 21 / maig / 2013
  Čeština (Česká republika)	12 345 678,90 Kč	21.5.2013	21. května 2013
  Dansk (Danmark)	kr. 12.345.678,90	21-05-2013	21. maj 2013
  Deutsch (Deutschland)	12.345.678,90 €	21.05.2013	Dienstag, 21. Mai 2013
  Deutsch (Liechtenstein)	CHF 12'345'678.90	21.05.2013	Dienstag, 21. Mai 2013
  Deutsch (Luxemburg)	12.345.678,90 €	21.05.2013	Dienstag, 21. Mai 2013
  Deutsch (Österreich)	€ 12.345.678,90	21.05.2013	Dienstag, 21. Mai 2013
  Deutsch (Schweiz)	Fr. 12'345'678.90	21.05.2013	Dienstag, 21. Mai 2013
  Eesti (Eesti)	12 345 678.90 kr	21.05.2013	21. mai 2013. a.
  English (Australia)	$12,345,678.90	21/05/2013	Tuesday, 21 May 2013
  English (Belize)	BZ$12345,678.90	21/05/2013	Tuesday, 21 May 2013
  English (Canada)	$12,345,678.90	21/05/2013	May-21-13
  English (Ireland)	€12,345,678.90	21/05/2013	21 May 2013
  English (Jamaica)	J$12,345,678.90	21/05/2013	Tuesday, May 21, 2013
  English (New Zealand)	$12,345,678.90	21/05/2013	Tuesday, 21 May 2013
  English (Philippines)	Php12,345,678.90	5/21/2013	Tuesday, May 21, 2013
  English (South Africa)	R 12 345 678,90	2013/05/21	21 May 2013
  English (Trinidad y Tobago)	TT$12345,678.90	21/05/2013	Tuesday, 21 May 2013
  English (United Kingdom)	£12,345,678.90	21/05/2013	21 May 2013
  English (United States)	$12,345,678.90	5/21/2013	Tuesday, May 21, 2013
  English (Zimbabwe)	Z$12,345,678.90	5/21/2013	Tuesday, May 21, 2013
  Español (Argentina)	$ 12.345.678,90	21/05/2013	martes, 21 de mayo de 2013
  Español (Bolivia)	$b 12.345.678,90	21/05/2013	martes, 21 de mayo de 2013
  Español (Chile)	$ 12.345.678,90	21-05-2013	martes, 21 de mayo de 2013
  Español (Colombia)	$ 12.345.678,90	21/05/2013	martes, 21 de mayo de 2013
  Español (Costa Rica)	₡12.345.678,90	21/05/2013	martes, 21 de mayo de 2013
  Español (Ecuador)	$ 12.345.678,90	21/05/2013	martes, 21 de mayo de 2013
  Español (El Salvador)	$12345,678.90	21/05/2013	martes, 21 de mayo de 2013
  Español (España, alfabetización internacional)	12.345.678,90 €	21/05/2013	martes, 21 de mayo de 2013
  Español (Guatemala)	Q12,345,678.90	21/05/2013	martes, 21 de mayo de 2013
  Español (Honduras)	L. 12345,678.90	21/05/2013	martes, 21 de mayo de 2013
  Español (México)	$12,345,678.90	21/05/2013	martes, 21 de mayo de 2013
  Español (Nicaragua)	C$ 12345,678.90	21/05/2013	martes, 21 de mayo de 2013
  Español (Panamá)	B/. 12,345,678.90	05/21/2013	martes, 21 de mayo de 2013
  Español (Paraguay)	Gs 12.345.678,90	21/05/2013	martes, 21 de mayo de 2013
  Español (Perú)	S/. 12,345,678.90	21/05/2013	martes, 21 de mayo de 2013
  Español (Puerto Rico)	$ 12345,678.90	21/05/2013	martes, 21 de mayo de 2013
  Español (Republica Bolivariana de Venezuela)	Bs. F. 12.345.678,90	21/05/2013	martes, 21 de mayo de 2013
  Español (República Dominicana)	RD$12,345,678.90	21/05/2013	martes, 21 de mayo de 2013
  Español (Uruguay)	$U 12.345.678,90	21/05/2013	martes, 21 de mayo de 2013
  Euskara (euskara)	12.345.678,90 €	2013/05/21	asteartea, 2013.eko maiatzak 21
  Føroyskt (Føroyar)	kr. 12.345.678,90	21-05-2013	21. mai 2013
  Français (Belgique)	€ 12.345.678,90	21/05/2013	mardi 21 mai 2013
  Français (Canada)	12 345 678,90 $	2013-05-21	21 mai 2013
  Français (France)	12 345 678,90 €	21/05/2013	mardi 21 mai 2013
  Français (Luxembourg)	12 345 678,90 €	21/05/2013	mardi 21 mai 2013
  Français (Principauté de Monaco)	12 345 678,90 €	21/05/2013	mardi 21 mai 2013
  Français (Suisse)	fr. 12'345'678.90	21.05.2013	mardi 21 mai 2013
  Galego (galego)	12.345.678,90 €	21/05/2013	martes, 21 de maio de 2013
  Hrvatski (Hrvatska)	12.345.678,90 kn	21.5.2013.	21. svibnja 2013.
  IsiZulu (iNingizimu Afrika)	R 12,345,678.90	2013/05/21	21 uNhlaba 2013
  Íslenska (Ísland)	12.345.679 kr.	21.5.2013	21. maí 2013
  Italiano (Italia)	€ 12.345.678,90	21/05/2013	martedì 21 maggio 2013
  Italiano (Svizzera)	fr. 12'345'678.90	21.05.2013	martedì, 21. maggio 2013
  Latviešu (Latvija)	Ls 12 345 678,90	2013.05.21.	otrdiena, 2013. gada 21. maijā
  Magyar (Magyarország)	12 345 678,90 Ft	2013.05.21.	2013. május 21.
  Nederlands (België)	€ 12.345.678,90	21/05/2013	dinsdag 21 mei 2013
  Nederlands (Nederland)	€ 12.345.678,90	21-5-2013	dinsdag 21 mei 2013
  Norsk, nynorsk (Noreg)	kr 12 345 678,90	21.05.2013	21. mai 2013
  Polski (Polska)	12 345 678,90 zł	2013-05-21	21 maja 2013
  Português (Brasil)	R$ 12.345.678,90	21/05/2013	terça-feira, 21 de maio de 2013
  Português (Portugal)	12.345.678,90 €	21-05-2013	terça-feira, 21 de Maio de 2013
  Română (România)	12.345.678,90 lei	21.05.2013	21 mai 2013
  Shqipe (Shqipëria)	12.345.678,90Lek	2013-05-21	2013-05-21
  Slovenčina (Slovenská republika)	12 345 678,90 €	21. 5. 2013	21. mája 2013
  Slovenski (Slovenija)	12.345.678,90 €	21.5.2013	21. maj 2013
  Suomi (Suomi)	12 345 678,90 €	21.5.2013	21. toukokuuta 2013
  Svenska (Finland)	12 345 678,90 €	21.5.2013	den 21 maj 2013
  Svenska (Sverige)	12.345.678,90 kr	2013-05-21	den 21 maj 2013
  Ελληνικά (Ελλάδα)	12.345.678,90 €	21/5/2013	Τρίτη, 21 Μαΐου 2013
  Беларускі (Беларусь)	12 345 678,90 р.	21.05.2013	21 мая 2013
  Български (България)	12 345 678,90 лв.	21.5.2013 г.	21 май 2013 г.
  Кыргыз (Кыргызстан)	12 345 678-90 сом	21.05.13	21-Май 2013-ж.
  Қазақ (Қазақстан)	Т12 345 678-90	21.05.2013	21 мамыр 2013 ж.
  Русский (Россия)	12 345 678,90р.	21.05.2013	21 мая 2013 г.
  Татар (Россия)	12 345 678,90 р.	21.05.2013	21 Майның 2013
  Українська (Україна)	12 345 678,90₴	21.05.2013	21 травня 2013 р.
  ქართული (საქართველო)	12 345 678,90 Lari	21.05.2013	2013 წლის 21 05, სამშაბათი
  עברית (ישראל)	₪ 12,345,678.90	21/05/2013	יום שלישי 21 מאי 2013
  हिंदी (भारत)	रु 1,23,45,678.90	21-05-2013	21 मई 2013
  ਪੰਜਾਬੀ (ਭਾਰਤ)	ਰੁ 1,23,45,678.90	21-05-13	21 ਮਈ 2013 ਮੰਗਲਵਾਰ
  ગુજરાતી (ભારત)	રૂ 1,23,45,678.90	21-05-13	21 મે 2013
  සිංහල (ශ්‍රී ලංකා)	රු. 12,345,678.90	2013-05-21	2013 මැයි මස 21 වැනිදා අඟහරුවාදා
  中文(中华人民共和国)	¥12,345,678.90	2013/5/21	2013年5月21日
  中文(台灣)	NT$12,345,678.90	2013/5/21	2013年5月21日
  中文(新加坡)	$12,345,678.90	21/5/2013	2013年5月21日
  中文(澳門特別行政區)	MOP12,345,678.90	21/5/2013	2013年5月21日
  中文(香港特別行政區)	HK$12,345,678.90	21/5/2013	2013年5月21日

• How can I change a time off entry?
  Time off entries and requests can be changed, cancelled, approved or declined from the rota by double clicking on the entry. Time off entries can also be managed from the "Time off" screen.
• Why is my browser running so slowly? Is there any way to speed things up?

  When you first visit Findmyshift we run a quick test to check the speed and capabilities of your computer/browser. Based on those results we're able to disable certain "nice to have" visual styles, such as animations, rounded borders, shadows and anything else that may slow down your computer.

  Your browser is currently recognised as

  If you think our rating is wrong, you can re-run the speed test at any time. Alternatively, you can override our results by declaring your browser as faster than average, average or slower than average.

• I've lost my tax invoice, how do I get another copy?
  If you've misplaced the email containing your tax invoice you can re-download it at any time from the "Top-ups" area of your rota. At the bottom you'll find a list of your past transactions along with links to download copies of the PDF tax invoices.

1. You can sort the staff and facility screens by clicking on the column headings.