UNITED REFORMED CHURCH
The Rotas system
The Rotas system keeps track of people assigned to church rotas. In particular:
- It reminds you by email, text message or phone 3 days before you have a duty
- It provides the Duty Elder with a list of everyone on duty so that s/he can check that all are present
- For many rotas, it automatically assigns duties at leat 3 months in advance
- It emails you a list of your upcoming duties whenever that changes
Here are the answers to some questions you may have:
- What do I need to do?
- How do I log in to the website?
- What if I don’t know my email address or password?
- What if I don't log in?
- How do I update my personal data and preferences?
- How do I record a swap or change of duties?
- How do I record dates when I am not available?
Click on the question above to jump to the answer.
You don’t need to do anything, but the system will work better if you keep your information up to date, and in particular tell the system when you are going to be unavailable, for example when you are on holiday. To do that you have two options: you can log in and enter the data yourself, or if you can’t do that you can ask Christy in the church office to enter the data for you: call her on 020 8642 5000 or Church Administrator.
To log in to the website you need two pieces of information: your email address and your password. You need to click on the 'Log in' button at the top right corner of any page on the website (see rightabove). The website is at https://standrews-cheam.org.uk.
On the login page, enter your email address and click on the 'Log in' button. You can see that you are logged in as the top right of the screen displays your name, and also a link for you to log out (see rightabove). If you don’t log out using the button you will be logged out automatically 2 hours after you last request a page on the website.
Also on the log in page there are links for you to use if you don’t know your email address or password. If you use the 'forgotton password' link you will be sent a temporary password by email. If you log in with that, you will be asked to change your password to one of your own choosing.
Without logging in you can click on the Rotas link in the menu (see rightabove) and you will be able to see all the duties for the next 14 days. If you need more information, or to change anything, you need to log in.
Once you have logged in you will see an extra item in the main menu, labelled 'My profile' (see rightabove). If you click on that you will be taken a screen that allows you to change:
- Your first and last names
- Your email address
- Your landline and mobile phone numbers
- Your preferred method for duty reminders: email, text or phone
You must provide an email address if that is your preferred reminder method or if you are the manager of any rota. You need only provide landline or mobile phone numbers if they are your preferred reminder method, but it is helpful for the church to have these on record.
This page will also tell you which privileges you have. Privileges enable you to view or change various areas of the website. Even without additional privileges you can enter rota swaps or changes, provided you are the old or new duty person.
At the foot of the profile page is a button which will save any changes that you have made above. There is also a link to allow you to change your password.
First log on and go to the Rotas page. In the right-hand column you will see a list of your duties (see rightabove). Click on the ⇆ symbol next to the duty that you want to change.
You will now see a screen, part of which is shown below:
To swap two duties (one of which must be yours), click the box to the left of the date you want to swap, as shown. Then click on the 'Swap' button. You'll be shown a list of possible people and dates you can swap with; select one and click on 'Save swap'.
To change a duty without a corresponding swap, click the box next to the date and then click on the 'Change' button, which will show you a list of the names you can choose. Select the appropriate name and click on 'Save change'. Again, you can only change a duty if you are the old or the new assignee.
A rota manager can change any duties, and if you need to make changes which you cannot make yourself you may wish to contact the rota manager(s), whose name(s) are shown on this same screen.
On the main rotas page click on 'Update unavailabile dates'. The screen you then see (above) lists any dates where you have previously recorded your unavailability. You can delete a period by clicking on the corresponding ✖. You can change it by clicking on ⇆, which will move the details into the screen shown below.
You can add a period of unavailability or change one already listed by filling in the start and end dates (inclusive) of your unavailability in the form shown above and clicking on 'Add'.
The 'Notes' area is there so that you can record the reason you are unavailable (eg 'Visiting Auntie Agatha'). This is purely to remind yourself why you made the entry and is not visible to anyone else.
Instructions on that page also explain how to record one-day or long-term unavailability.