Rotas and the pay-period hours check

Officium HR guide · Updated 30 October 2026

The Rotas & shifts add-on (included in Ultimate) plans your team’s week and makes sure overtime and short hours reach payroll correctly.

Planning the rota

1. Open Rotas & shifts.
2. Choose how often the rota repeats: every week, or every 2, 3, 4, 6 or 8 weeks.
3. Fill in the shifts, or press Copy last week. Approved leave fills itself in.
4. Press Publish rota to send it to your team.

Shifts nobody is on show as open shifts.

The pay-period hours check

At the end of each pay period the system compares each person’s contracted, planned and worked hours (worked hours come from timesheets, if you have them). For every difference, the manager decides what happens:

• Extra hours: pay as overtime, add to TOIL, or covered by salary.
• Short hours: unpaid, made up later, or paid as normal.

When every difference is decided, press Send to payroll. Nothing reaches payroll until a manager has decided it.

Timesheets and clock-in

With the Timesheets add-on, staff clock in on their phone or a shared tablet, or we link your existing clocking system. Staff can fill in or correct their own times and send the week for sign-off. Signed-off hours feed the hours check.

Try it in the demo