Iron Wolf Gym

What the Rota Generator Does
Getting Started
Set Up Staff Profiles
Add Unavailability
Generate a Week
Review the Output
Tips and Common Issues

1. What the Rota Generator Does

The Rota Generator helps you build a draft rota based on staff profiles, preferences, and availability. It does not change Google Sheets and is safe to use as a planning tool.

Input: Staff profiles and unavailability.
Output: A weekly rota saved to the database and visible on the Staff Rotas page.
Planning only: Google Sheets remain unchanged.

2. Getting Started

1Open the dashboard and select Rota Generator.

2Make sure your staff list is complete.

3Add any unavailability before generating.

3. Set Up Staff Profiles

Staff profiles control how the rota is generated. Use realistic targets for better results.

Desired Hours: Target weekly hours for each person.
Min/Max Shift: Shortest and longest allowed shifts.
Max Weekly: Hard cap for the week.
Can Open/Close: Limits assignment to early or late shifts.
Active: Toggle staff on/off without deleting.

Tip: If someone should never open or close, set those flags to No.

4. Add Unavailability

Record dates and times when staff cannot work.

All day: Use for holidays or full-day restrictions.
Time ranges: Use for partial availability.
Reason: Helps you remember why they are unavailable.

1Select a staff member.

2Set date and optional time range.

3Save and confirm it appears in the list.

5. Generate a Week

Use the generator controls to build a draft rota.

Week Starting: Choose the Monday of the week.
Coverage Start/End: The hours the gym needs staffed.

1Pick the week start date.

2Set coverage hours.

3Click Generate Rota.

Tip: If coverage is too wide for your staff list, the generator may leave gaps.

6. Review the Output

The generated rota appears on the Staff Rotas page for the selected week.

Check that coverage looks sensible.
Adjust staff profiles or unavailability if needed.
Regenerate if you make changes.

7. Tips and Common Issues

No shifts generated: Check that staff are active and available.
Coverage gaps: Increase coverage hours gradually or add staff.
Unbalanced load: Adjust desired hours and max weekly.
Planning only: This tool does not update Google Sheets.

Contents

1. What the Rota Generator Does

2. Getting Started

3. Set Up Staff Profiles

4. Add Unavailability

5. Generate a Week

6. Review the Output

7. Tips and Common Issues