User Guide
Learn how to use Wye Valley Rota Master to manage your practice rota
Quick Start
- Add your GPs with their working patterns and duty days
- Go to Weekly Rota and click "Generate from Templates"
- Fine-tune the rota by dragging sessions or clicking to add/remove
- Use "Copy to Next Week" to roll forward
GP Management
Adding a GP
- Go to GPs page
- Click "Add GP"
- Enter name, type (Partner/Salaried/Locum/Registrar)
- Set their default working pattern (which days/sessions they work)
- Assign duty days if applicable
- Set leave entitlements for tracking
Working Patterns
Each GP can have a default weekly pattern. When you "Generate from Templates", the system creates rota entries based on these patterns. You can set:
- AM - Morning session (typically 08:30-12:30)
- PM - Afternoon session (typically 14:00-18:00)
- EXT AM - Extended hours early morning
- EXT PM - Extended hours evening
Weekly Rota
Toolbar Actions
| Button | Action |
|---|---|
| Generate from Templates | Creates rota entries based on GP working patterns |
| Copy to Next Week | Duplicates all entries to the following week |
| Clear Week | Removes all entries for the current week |
| Opens print-friendly view |
Editing the Rota
Drag & DropGrab any GP badge and drag it to a different day or session
Add SessionClick the + in empty cells or "+ Add" below existing entries
DeleteHover over a GP badge and click the red × button
Locum CoverClick on leave/cover badges to assign a locum name
Understanding the Display
Today's column
Bank Holiday
Leave / Cover needed
Locum covering
Understaffed / Gap
The numbers below each cell (e.g., "3/4") show scheduled GPs vs minimum required.
Leave Management
Leave Requests Tab
Submit and manage leave requests for GPs:
- Select GP, dates, and leave type
- Requests can be approved or rejected
- Approved leave shows on the rota
HR Records Tab
Track leave balances and log leave taken:
- View leave balances by type (Annual, Study, Sick, TOIL)
- Log leave records with adjustable day counts
- Entitlements set per GP in their profile
Monthly Calendar
The monthly view provides an overview of the entire month at a glance:
- Colour-coded coverage levels (green = full, amber = reduced, red = below minimum)
- Bank holidays highlighted in blue
- GP avatars show who's working each day
- Leave count displayed per day
Exporting Data
Export your rota for use in other systems:
- Excel (.xlsx) - Full formatting, ready for EMIS import
- CSV - Simple format for Google Sheets or other tools
- Select date range and choose which columns to include
- EMIS codes exported if configured in GP profiles
Settings
Practice Settings
- Set minimum GP requirements for AM/PM sessions
- Configure session times
- Enable/disable duty doctor requirement
Data Backup
- Export Backup - Download all data as JSON file
- Import Backup - Restore from a previous backup
- Recommended: Export regularly to avoid data loss
Important: All data is stored in your browser's local storage. Clearing browser data will delete your rota. Always keep backups!
Tips & Best Practices
- ✓Set up GP working patterns first, then use "Generate from Templates" for quick rota creation
- ✓Use "Copy to Next Week" to roll forward and then adjust as needed
- ✓Check the monthly calendar view for an overview of coverage
- ✓Export backups weekly to protect your data
- ✓Use the Print button for a clean printout to post in the staff room
Support
Wye Valley Rota Master is developed by Aryash Health. For support or feedback, please contact us.