--- id: "rota-settings-and-working-days" lang: "en" title: "Rota settings and each person's working days" summary: "Choose when the team says which days suit them and how far ahead, then set how many days a week each person works, with a floor or a ceiling if they need one." area: "Team & pay" kind: "task" url: "https://zeropos.shop/help/rota-settings-and-working-days" alternate: "https://zeropos.shop/help/rota-settings-and-working-days?lang=es" markdown: "https://zeropos.shop/help/md/en/rota-settings-and-working-days.md" screens: ["/backoffice/settings/rota","/backoffice/users","/backoffice/locations","/planning/rota/build","/planning/availability"] where_to_find: ["MANAGE › Settings › Rota","MANAGE › Users","MANAGE › Locations","BACKOFFICE › Team › Build the rota","BACKOFFICE › Team › My availability"] related: ["the-rota","time-off","users-and-roles","locations","check-in"] updated: "2026-10-08" --- # Rota settings and each person's working days Choose when the team says which days suit them and how far ahead, then set how many days a week each person works, with a floor or a ceiling if they need one. The draft the rota proposes follows three things you set once: when the team answers (**Rota** in Settings), how many days each person works (their user record) and each shop's hours and shift size (Locations). Before you build your first week, or when someone's hours change. To build and publish a week: [The rota](https://zeropos.shop/help/the-rota). Where to find it: MANAGE › Settings › Rota; MANAGE › Users; MANAGE › Locations; BACKOFFICE › Team › Build the rota; BACKOFFICE › Team › My availability. ## Before you start - By default the owner, administrators, managers and Human Resources change **Rota** in Settings, and the people they can see. - Editing a shop is for the owner and administrators by default. ## Steps ### When the team answers 1. Open [MANAGE › Settings › Rota](https://app.zeropos.shop/backoffice/settings/rota). 2. Under **Staff can fill in their week from**, pick the day the window opens. 3. Under **And it closes**, pick the day and the time: each week's window closes in the week before it. 4. Set **Build this many weeks ahead**: with 2, the team can fill in both of the next two weeks. 5. Set **Remind anyone who has not answered** to how many hours before the close the reminder goes; 0 never reminds anyone. 6. Tap **Save**. ### Each person's days 7. Open [MANAGE › Users](https://app.zeropos.shop/backoffice/users) and tap **Edit** on the person's row. 8. On **Who they are**, set **Usually works**: the days a week the rota aims at. 9. Set **At least** for guaranteed days: anyone short of them is offered a shift first. 10. Set **At most** for a ceiling, such as a contract or a second job: the rota warns past it, and never refuses. 11. Leave the others on **No limit** and tap **Save changes**. ### Each shop 12. Open [MANAGE › Locations](https://app.zeropos.shop/backoffice/locations) and tap **Edit** on the shop's row. 13. Check its **Opening hours**: **Start from the shop's opening hours** turns them into the week's shifts, leaving closed days empty. 14. Set **Max sellers on a shift**: every new shift starts with that many **People needed**. 15. Tap **Save Changes**. ## What happens next - The next draft you propose follows the new numbers; weeks already published stay as they are ([The rota](https://zeropos.shop/help/the-rota)). - None of it stops you: a shift short of people, or someone past **At most**, shows under **Worth a look** and you can still publish. - Nothing here changes anyone's pay: hours come from [Check in and out](https://zeropos.shop/help/check-in). ## What the team is told From 9 in the morning on the day a week's window opens, everyone who has not answered for that week is told it is open: in the app, and on any phone where they turned notifications on ([Your profile](https://zeropos.shop/help/your-profile)). **Remind anyone who has not answered** sends one reminder that many hours before the window closes, saying when it closes. Nobody gets the same notice twice. Nobody is asked about a week they have answered, were taken out of with **Not available this week**, or have booked off entirely in [Time off](https://zeropos.shop/help/time-off), and nobody about a week every one of your shops has already published. It happens while your shop is publishing rotas: once it has published a week in the last eight weeks. ## For one week only On [BACKOFFICE › Team › Build the rota](https://app.zeropos.shop/planning/rota/build), **Set their days** marks which days someone can work that week, at every shop, over what they said themselves. **Not available this week** takes them out of the week entirely; **Put them back** returns them. Staff can answer **How many days would suit you this week?** on their availability, which beats **Usually works** for that week. ## Common questions ### Someone missed the window. Can they still answer? Not once it has closed. Whoever builds the rota can **Set their days** for that week instead. ### How do I know who hasn't answered? On [BACKOFFICE › Team › My availability](https://app.zeropos.shop/planning/availability), whoever may see the team's answers reads **… people have not filled this in** under the grid. They are reminded before the window closes, as set under **Remind anyone who has not answered**. ### Why can't I set the days of someone I'm adding? The days appear once the person is saved: tap **Edit** on their row and set them on **Who they are**. ### Our shop is closed on Mondays. How do I keep Monday empty? Switch Monday off in the shop's **Opening hours**: **Start from the shop's opening hours** then leaves it without shifts ([Add a shop or storage location](https://zeropos.shop/help/locations)). ## If you see this - “**The most someone can work cannot be less than the least.**” — What to do: **At most** is below **At least**: raise one or lower the other, then save. ## Good to know - Set **Usually works** for everyone before the first draft, so the rota knows what each person normally does. ## Related guides - [The rota](https://zeropos.shop/help/md/en/the-rota.md) - [Time off](https://zeropos.shop/help/md/en/time-off.md) - [Add someone to the team](https://zeropos.shop/help/md/en/users-and-roles.md) - [Add a shop or storage location](https://zeropos.shop/help/md/en/locations.md) - [Check in and out](https://zeropos.shop/help/md/en/check-in.md)