Introduction

All weeks in CLWRota and Medirota observe four separate states: not setup, setup, published, and completed. Passing each week through these states is fundamental to managing departmental rotas and leave in our services.

This page outlines the journey of one rota week through these four week states. It is intended primarily for rota masters who manage this process, but can also provide context for clinician or guest users. This guide also provides information on how the process of setting up and publishing a week can be automated.

Week states

Week states in CLWRota

For a more detailed explanation of the terminology used below please refer to the glossary.

To move through each state rota masters should click the Setup/Publish/Complete button at the top right of the main rota page.

1. Not setup

Not setup Not setup

All rota weeks start out in the not setup state.

At this point the week consists of templates, without taking into account any booked leave or oncalls.

People on leave are visible in leave locations but their template remains on the rota unchanged.

Any changes made here are changes to templates, rather than one-off in-week changes. Changes made here will only affect not setup weeks.

Note: Oncalls can be written ahead of time outside of not setup weeks via the Oncalls tab, and are visible on the rota in not setup weeks.

2. Setup

Setup Setup

You can setup the week when you want to start drafting the rota for that week. Changes to setup weeks do not affect templates, and changes to templates do not affect setup weeks.

When you setup a week, the following happens:

  • The rota checks to see if anyone has any leave approved, and removes them from any planned work while they are away, leaving the appropriate demand in their place.

  • The rota checks to see if anyone has any existing oncall commitments and removes them from any other overlapping work, leaving the appropriate demand in their place.

  • All templates become slots, allowing you to make individual swaps and changes to that week without affecting the templates.

  • By default, the leave book is closed at the point of week setup. To have leave books close automatically irrespective of week setup see automation.

Note: A setup week is marked "Draft" in the mobile app, making it clear to clinicians that the rota is being written and subject to change.

3. Published

Published Published

A published week behaves in the same way as a setup week, except for two things:

  • Any changes made are highlighted in a different colour, making it clear they are late notice changes.

  • Automatic messages for late notice changes will be sent. Urgent messages will be sent if a change is made to a session due to take place in the next 24 hours. A guide on in-system messaging can be found here.

4. Completed

Completed

Completed weeks are weeks that have already occurred. Completing a week should be done retrospectively as it locks in all the data and prevents any further changes, thus preserving an accurate record of the department’s activity for that week.

This step is recommended but not essential. Rota masters can un-complete weeks.

Glossary

People are the clinicians in CLWRota, eg. consultants and trainees.

Leave is when people are away.

If a Leave Book is closed, leave requests will display a warning message at the point of submittal, and will not be automatically approved if automatic approval is turned on.

Templates define repeating activity on the rota.

A Slot reflects activity due to take place in a given week, rather than a template representing repeating planned work.

Oncalls define activity on the rota that should take precedence over ordinary templates. This activity is added under the Oncalls tab.

Demand represents an unfilled slot on the rota in need of cover.

Locations represent work to which one or more people can be assigned. They may reference a physical location, or a specific activity that people undertake. These are represented as individual rows on the rota.

People Conflicts occur when an individual is assigned to more than one template in different locations due to take place in the same session. Location Conflicts occur when more than one template is due to take place in the same session and the same location. Conflicts must be resolved before the week can be setup.

Week states in Medirota

For a more detailed explanation of the terminology used below please refer to the glossary.

To move through each state rota masters should click the Setup/Publish/Complete button at the top right of the main rota page.

1. Not setup

Not setup Not setup

All rota weeks start out in the not setup state.

At this point the week consists only of templates.

People are not yet removed from the rota due to approved leave, but they are still visible as ‘Away’.

Changes made to templates will only affect not setup weeks.

Note: Cancellations and ad hoc activity can be added ahead of time outside of not setup weeks via Multiweek. These changes are visible on the rota in not setup weeks.

2. Setup

Setup Setup

You can setup the week when you want to start drafting the rota for that week.

Changes to setup weeks do not affect templates, and changes to templates do not affect setup weeks.

The exception here is posts. Making a post assignment will create real events according to the post templates in already setup weeks.

When you setup a week, the following happens:

  • The rota checks to see if anyone has any leave approved, and removes them from any planned work while they are away, leaving role demand in their place.

  • The rota checks to see if anyone has any priority templates, and removes them from any other work that is due to happen at the same time, leaving the appropriate demand in their place.

  • The rota checks to see if anyone has any existing activity added via Multiweek and removes them from any other overlapping work, leaving the appropriate demand in their place.

  • All templates become real events, allowing you to make individual swaps and changes to that week without affecting the templates.

  • By default, the leave book is closed at the point of week setup. To have leave books close automatically irrespective of week setup see automation.

Note: A setup week is marked "Draft" in the mobile app, making it clear to clinicians that the rota is being written and subject to change.

3. Published

Published Published

A published week behaves in the same way as a setup week, except for two things:

  • Any changes made are highlighted in a different colour, making it clear they are late notice changes.

  • Automatic messages are sent if changes are made to a session due to take place within five days. Urgent messages will be sent if a change is made to a session due to take place in the next 24 hours. A guide on in-system messaging can be found here.

4. Completed

Completed

Completed weeks are weeks that have already occurred. Completing a week should be done retrospectively as it locks in all the data and prevents any further changes, thus preserving an accurate record of the department’s activity for that week.

This step is recommended but not essential. Rota masters can un-complete weeks.

Glossary

People are the clinicians in Medirota.

Leave is when people are away.

If a Leave Book is closed, leave requests will display a warning message at the point of submittal, and will not be automatically approved if automatic approval is turned on.

Templates define repeating activity on the rota.

Priority Templates define repeating activity on the rota that should take precedence over ordinary templates.

A Real Event reflects actual activity due to take place in a given week, rather than a template representing repeating planned work.

Conflicts occur when a person is assigned to more than one template due to take place in the same session. Conflicts must be resolved in the by person view before the week can be setup.

Multiweek provides the ability to view and edit multiple weeks on one page. The input of ad hoc activity here creates real events, irrespective of week state.

Demand represents an unfilled session on the rota in need of cover.

Activities represent work to which one or more people can be assigned. They may reference a physical location, or a specific activity that people undertake. These are represented as individual rows on the rota.

Posts are used to capture a constant repeating pattern of activity (templates) that might be assigned to different people over an extended period of time, i.e. different junior doctor rotations.


Automation


Week setup and publish

In the super user area you have the option to setup and publish weeks automatically according to a chosen schedule.

Automatic week setup and publish

For example, you might choose for weeks to be setup six weeks in advance, and to be published two weeks out.

A week will only be automatically setup if:

  • there are no template conflicts.
  • the week is not already setup, published, or completed.

A week will only be automatically published if:

  • the week is already setup.
  • the week is not already published or completed.

Leave books

Departments also have the option in the super user area to automatically close leave books independently of week setup.

Automatic leave book closure

In order to support a departmental policy requiring clinicians to submit leave a minimum of six weeks in advance you might set the leave book to close six weeks ahead of time. Leave submitted in weeks where the leave book is shut will display a warning message for both clinicians at the point of submittal, and rota masters at the point of approval or rejection. Leave submitted where the leave book is shut will not be automatically approved.

howto medirota clwrota