The gallery rota, for the calendar manager

The dialog tells you how many places the shift has and who is already on it. Underneath, Gallery member is where you add somebody:

1. Start typing their name.
2. Pick them from the list.
3. Add sign-up.

The member is emailed to say you have put them on the shift: the gallery, the entry, the date and the times, and a button to their shifts. Nobody else is emailed, and a person you add by name only, who is not a member, is not emailed at all. If the email cannot be sent, the sign-up still stands.

That is a reassignment too — to move a shift from one person to another, Release the first and add the second — or use Reassign, which does both in one step.

Past the month’s limit. If the member already holds the most shifts one member may take that month, Add sign-up does not add them straight away: the dialog says, for example, “Dee Laurent already holds 2 shifts in October 2026 and the limit for the month is 2. Add them anyway?” Press Add anyway to put them on, or Cancel to leave it. An add past the limit is recorded in the gallery’s history as an override.

People signed up as a group

A member (on their Calendar) or a visitor (on a public sign-up page) can sign up to 3 more people with them, 4 in total, for example a mother and daughter. Each person is a row of their own on the roster and takes one place. The extra people are listed straight after the person who signed them up, indented, with signed up by (that person’s name) under their name. A phone reads (xxx) xxx-xxxx. Someone added with a name only has no contact details of their own; the row says to reach them through the person who signed them up. You release, reassign and mark attendance for each person on their own row, as for anybody else.

Who is offered, and who is not

The list offers current members only. Somebody whose membership has ended is not on it, and the system refuses them even if something else tries to add them. A member who has given notice but whose end date has not arrived yet is still offered, because they are still a member.

If the list is empty, it is because the gallery has no member artists recorded yet — add them under Artists first.

Taking somebody off a shift

When a member tells you they cannot do a shift, or you are rebuilding a week, you take them off and leave the place empty for somebody else.

1. Press Roster on the shift.
2. Press Release beside their name.
3. The row says what will happen. Press Release and their name to go ahead, or Keep to leave them on.

The place is open again straight away, and the shift keeps its number of places. The member is emailed that the shift is no longer theirs and that you released it — it does not say they cancelled. If somebody else is on the same shift, only the person you released is taken off and emailed.

Changed your mind? Put them straight back with Add sign-up.

If the email cannot be sent, the release still happens and you are told the email failed, so you can tell them yourself.

A row that is not a confirmed sign-up (a cancelled one, for example) shows Remove instead. It takes the row off the list and emails nobody.

Excusing a member from shifts

Some members are excused from shift duty by the board: age, health, or a full-time role elsewhere in the gallery. Mark them once, and every list that chases people stops naming them.

1. Go to Artists and press Edit on the member.
2. At the top, under Exempt from gallery shifts, tick the box.
3. Optionally give a reason (only staff see it) and an Until date.
4. Press Save exemption.

The row then says Exempt from shifts, or Exempt from shifts until the date. From then on the member is left off Not signed up on Coverage and is not sent the reminder about open shifts. Nothing is refused because of it: they can still sign up for any shift or stand in, and when they hold a shift it shows on the roster and in Coverage.

The exemption ends by itself. The day after the Until date the member is expected again, and nobody has to remember to clear it. To end it early, untick the box and press Save exemption; the reason and the date are removed. Every change is recorded with who made it and when. A member cannot mark themselves exempt.

Deleting a shift or a month that has people on it

A delete that would take somebody off the calendar asks twice.

1. Press Delete on the shift (or on the month’s entry, or Delete selected for several shifts) and say yes to the first question.
2. If anybody is signed up, has asked for the shift, or has a place held on it, a second box says how many members that is, with the sign-ups and held places counted. Type DELETE in the box and press Delete, or press Keep it.

The second box also has Email the N people signed up that it is cancelled, ticked, where N is the number of people signed up. Leave it ticked and each of them is emailed that the shift is cancelled. Untick it and nobody is emailed: use that for a shift or month made by mistake, or when you would rather tell people yourself. Either way the delete is recorded, including whether people were emailed. A shift with nobody on it and nothing held deletes after the first question, as before, and there is nobody to email.

Before anything is deleted, a restore point of the month is kept, so it can be put back.

A Calendar Manager can delete shifts too, but only future ones: a shift that has already started stays on the calendar. Deleting one says so, and Delete selected deletes the future shifts in the selection and lists the started ones it kept. An Editor, an Admin and the Owner delete shifts as before.

Removing a date range

To take every future shift between two dates off the calendar at once, for example all of February, across every entry:

1. In the sidebar, click Schedule, then scroll to Remove a date range (below the coverage report).
2. Pick From and To, then press Preview. It says how many shifts, in how many calendar entries (each named, with its count), and how many people are signed up. Shifts that have already started are listed under Kept with the reason; they are never removed.
3. Press Remove these shifts. If anybody is signed up, has asked for one of the shifts or has a place held, type DELETE, and choose whether to Email the N people signed up that it is cancelled (ticked by default; untick it and nobody is emailed). With nobody on them, one question is enough.

Only the shifts go: the calendar entries stay. A restore point of each month in the range is kept first, so Putting a month back brings the shifts and their sign-ups back. The audit log records who removed which range and whether people were emailed. A Calendar Manager, an Editor, an Admin and the Owner can do this.

Putting a month back

The calendar keeps restore points of each month’s shifts, sign-ups, held places and stand-ins: every hour on the first five days of the month, once a day after that, before every delete and before every restore. Each is kept for 30 days. A month that has not changed since its last restore point is not copied again.

1. On the shift calendar, move to the month.
2. Under Restore points, find the time you want and press Preview.
3. The preview lists exactly what would change: the shifts and names put back, and the shifts and names taken off (anything added since that time). Nothing has changed yet.
4. An Admin, the Owner or a Calendar Manager presses Restore this point.

The month is put back as it was at that time, with the same sign-ups on the same shifts. Members are not emailed. You are emailed a summary of what was put back and taken off, with an Open the calendar button that opens Schedule on your gallery’s own address, and a restore point of the month as it was just before is kept, so a restore can be undone the same way. Editors can look at every restore point and its preview; only an Admin, the Owner or a Calendar Manager can restore one.

Reminding members about open shifts

When shifts are still empty, ask the room before you pick somebody.

1. On the shift calendar, press Remind members about open shifts.
2. You see what would go: every shift from today that still has a free place, and how many members it will go to. A shift that needs two people and has one says 1 of 2 places open. Full shifts, and shifts you have closed to sign-ups, are left out.
3. Press Send to … members, or Not now.

Each member gets one email listing every open shift, with a Take a shift button to their calendar — never one email per shift. The list is worked out when you press Send, so a shift somebody took a minute ago is not in it. It goes to current members only: guest and show artists, archived artists, anybody whose membership has ended, and members exempt from gallery shifts are not written to. Afterward you are told how many it went to.

A held place counts as taken: a two-place shift with one place held reads 1 of 2 places open, and a shift that is wholly held is not in the reminder at all.

If every shift is taken, it says so and nothing is sent. After a reminder has gone, the next one can go ten minutes later, so a double press, or two of you pressing at once, sends one round, not two.

Emailing members who have not signed up for the month

Once a month the calendar emails every member who has no gallery shift yet, and sends you the list. It is on unless you switch it off.

To change the day, or switch it off:

1. In the sidebar, open Settings, then the Shifts tab.
2. In Remind members who have not signed up, pick the day of the month it goes out (1 to 28; the 3rd unless you change it). To stop it, untick Email members who have not signed up.
3. Press Save.

Only an Admin or the Owner can change it. If there are no shifts members can sign up for in the month yet, nothing is sent: nobody is told they have not signed up for a month you have not scheduled. If you add the month’s shifts within two days of the set day, it goes out the next day.

On that day, in the gallery’s own time zone, each member with no gallery shift that month gets one email. It says they have not signed up yet, has a Pick a shift button to their calendar, and gives your address in case they would rather you booked one for them. A reply goes to you. You get one email listing everyone it went to, and anyone with No email address on file, so you can reach them another way.

The same people as Not signed up in the Coverage report are left out: guest and show artists, archived artists, members whose membership has ended, and members excused from gallery shifts. A member whose last month is this month is still emailed. A shift somebody picked for a member counts as that member’s, not the picker’s. A shift a member has asked for and you have not yet approved counts as signed up.

It goes once a month. A member is never emailed twice for the same month, even if something runs twice. If a send fails, it is tried again the next day. If the day is missed, it still goes out on either of the next two days, but not later in the month.

Shift fines

If your gallery’s rules fine members for missing the sign-up deadline, arriving late, or missing a shift, the calendar can keep the record for you. Every fine is off until an Admin or the Owner sets an amount, and nothing is ever charged automatically: the calendar proposes a fine and a person decides. No payment is taken here. A fine is a line on the member’s record, paid the way the gallery already collects money.

Setting the amounts

1. In the sidebar, open Settings, then the Shifts tab.
2. In Shift fines, type an amount for each fine you charge: Not signed up by the deadline (per month), Late without prior arrangement (per hour or part of an hour), and Missed shift without a substitute (per shift). Leave a box blank to keep that fine off.
3. Press Save.

Only an Admin or the Owner can change the amounts. Changing an amount never changes a fine already proposed.

When a fine is proposed

• Not signed up by the deadline. On the 1st of the month, in the gallery’s own time zone, every member with no shift that month is proposed the fine: the same people as Not signed up in the Coverage report. Members excused from gallery shifts are never proposed it, and nor is a member a delegate has picked a shift for. If the month has no shifts members can sign up for, nothing is proposed. It still runs on either of the next two days if the 1st is missed, and never twice for the same member and month.
• Late. Open the shift’s Roster and type the minutes in the min late box beside the person, then click away. The fine is every hour or part of an hour: 70 minutes late is two hours.
• Missed. In the shift’s Roster, set Attendance to No-show.

A shift with a substitute is never fined: nobody standing in for a member, and nobody working a shift picked for another member, is proposed a fine for it, and nor is the member they covered for. Members excused from gallery shifts are never proposed a late or missed fine either. If you correct the attendance (for example from No-show back to Attended), a fine nobody has decided on yet is taken back.

Reviewing fines

1. In the sidebar, open Schedule. The Shift fines card is below Restore points. (The Treasurer finds the same card in Artists, on the Dues tab.)
2. Each fine says who, what it is for, the amount, and where it stands: Waiting for a decision, Owed, Waived or Dismissed. Use Show and Member to narrow the list; choosing a member shows that member’s whole record.
3. For a fine Waiting for a decision, press Confirm to make it owed, or Dismiss if it should not apply. A late arrival you had agreed to in advance is simply dismissed: there is nothing to record beforehand.
4. To excuse a fine that is already Owed, press Waive, type why in Why is it waived?, and press Waive fine. A reason is required.

Who can do what:

Every confirm, dismiss and waive is recorded with who did it and when.

For the Board: two missed shifts in twelve months

At the top of the Shift fines card, For the Board: two missed shifts in twelve months lists every member who has missed two gallery shifts within the last twelve months, with the dates. It counts from attendance, so it works even if the missed-shift fine is off. A missed shift whose fine was dismissed or waived is not counted, and nor is a shift with a substitute. What happens next is the Board’s decision; the calendar only tells you.

What members see

Members see their own fines on Membership Info, under My shift fines: every fine you confirmed, what it is for and the amount owed, and any you waived with the reason. They do not see a fine until you confirm it, and they cannot change anything. See Calendar, for member artists.

Names on the calendar: full names or surnames

Wherever a shift calendar says who is working, it can show full names (the default) or surnames only:

To choose:

1. In the sidebar, open Settings, then the Shifts tab.
2. In Names on the calendar, pick Full name or Surname only. The example under the choices shows what the calendar will say.
3. Press Save.

The Calendar Manager, an Admin and the Owner can change it, and it is saved per gallery. It applies to the Schedule calendar and the month view, the coverage report, the roster of a shift (the line above each person’s attendance), the member portal’s calendar (the month cells and the day panel), the calendar-only screen and the weekly email. A member covering for another (or picked for) always reads worker (original), in the chosen style.

A surname is the last name recorded on the member’s artist record, or, if there is none, the last word of the name. When two different people on one shift share a surname, each gets an initial so you can tell them apart: G. Goolsby and R. Goolsby (their full names, if they share the initial too). Nothing stored changes: switching back to Full name shows the names as they were.

A change applies to the current month and every later month. Months before the current month keep showing names the way they were set at the time, so the past rota does not change under you. If you change your mind in the same month, the current and later months simply follow the new choice.

Shift times on the calendar: the whole shift or the start time

Wherever a shift calendar shows when a shift is, it can show the whole shift (the default) or the start time only:

Times are short (11am, 3:30pm) and in your gallery’s own time zone.

To choose:

1. In the sidebar, open Settings, then the Shifts tab.
2. In Shift times on the calendar, pick Whole shift or Start time only. The example under the choices shows what the calendar will say.
3. Press Save.

The Calendar Manager, an Admin and the Owner can change it, and it is saved per gallery. It applies to the Schedule calendar and the month view, the coverage report, the member portal’s calendar (the day panel; the month cells always show the start time only), the calendar-only screen and the weekly email. The shift roster lists people, not times, so it does not change.

It only changes what the calendars show. No shift’s times, sign-ups or reminders change, and the shift’s own page still lists its start and end time. Unlike Names on the calendar, it applies to every month, past and future, as soon as you save.

The weekly email: who works when

Every week the calendar emails each member working a gallery shift in the coming seven days the week’s shifts and who works each, so they know who they are working with. You get a copy.

It is on unless you switch it off. To change it:

1. In the sidebar, open Settings, then the Shifts tab.
2. In Weekly email: who works when, untick Email members working next week who works when to stop it, or pick the day it goes out (Sunday unless you change it).
3. Press Save.

Only an Admin or the Owner can change it.

On that day, in the gallery’s own time zone, each member working in the seven days after it gets one email. It lists every gallery shift that week, with its date, time and the names of who works it; their own shifts are in bold. A shift a member picked and works for somebody else reads Worker (Member), as it does on the rota, and so does a stand-in. Names follow your Names on the calendar setting, so with Surname only the email reads Goolsby (Mathur). Times are short, 11am–3pm, or just 11am if you chose Start time only in Shift times on the calendar. A shift with nobody on it says Nobody yet. A reply goes to you.

Members with no shift that week get nothing, and the member a shift is worked for is not emailed for it. Only shifts members can see on their calendar are listed: an entry still in draft is left out. You get one copy of the list, naming anyone working that week who has No email address on file. If nobody is working that week, nothing is sent.

Each member’s email has a See your shifts button that opens the calendar in their member portal. Your copy has an Open the calendar button that opens Schedule, the staff calendar, on your gallery’s own address.

It goes once a week. A member is never emailed twice for the same week, even if something runs twice. If a send fails, it is tried again the next day. If the day is missed, it still goes out the day after, for the same week.

The morning summary of yesterday’s shift changes

Every morning at about 3 AM, in the gallery’s own time zone, the calendar emails the Calendar Manager what changed on the rota the day before. The 3 AM email on 10/7 covers changes made on 10/6.

Each change is one line: the shift’s date and time, the shift’s name, and what happened:

• a member cancelled a shift;
• a member withdrew a request for a shift;
• a member named a stand-in (both names are given);
• the gallery moved a shift from one member to another (both names);
• the gallery removed a member from a shift.

New sign-ups are not listed, nor are approvals or attendance. It does not matter whether the member or you made the change. If nothing changed the day before, no email is sent. Only your own gallery’s changes are in it.

It goes to the same people as the other Calendar Manager emails: the Calendar Managers, or, if the gallery has none, the Owners and Admins. It needs the gallery’s time zone to be set (in the sidebar, open Studio Site, then the Featured tab and choose Your gallery’s timezone); a gallery with no time zone set gets no summary, because the calendar will not guess the day.

To see who receives it, in the sidebar open Settings, then the Shifts tab. In Daily summary of shift changes, Sent to lists each person by name and email address. If the gallery has no Calendar Manager, a note says the summary goes to the Owners and Admins because none is set. Below the list, Last sent gives the date the most recent summary went out and the day it covered, or says no summary has been sent yet. If the summary is switched off, the card says nobody receives it. The list is read by the same rule the email uses, so it always shows who would get the next one. Only an Admin, the Owner or a person with the Calendar Manager role sees it, and it lists your own gallery’s people only.

To switch it off (it is on unless you do):

1. In the sidebar, open Settings, then the Shifts tab.
2. In Daily summary of shift changes, untick Email the Calendar Manager a daily summary of shift changes.
3. Press Save.

Tick it again and press Save to bring it back. An Admin, the Owner or a person with the Calendar Manager role can change it. It is a setting for your gallery only; it never affects another gallery. The emails about each individual change are separate and are not affected.

The summary is sent once per day. If the calendar’s morning job runs twice (for example, after a retry), you still get a single email for that day. If the email could not be sent, the next run tries again.

A change made before this email existed, or a change to a shift that has since been deleted, cannot be placed on a shift and is not listed.

Being emailed when a member changes a shift

The calendar can email you every time a member changes a shift themselves, so you hear about it without opening the calendar.

1. In the sidebar, open Settings, then the Shifts tab.
2. In Email the Calendar Manager when a member changes a shift, tick Email the Calendar Manager on every member change.
3. Press Save.

It is off until you switch it on. Only an Admin or the Owner can change it.

With it on, you get one email each time a member, from their own calendar:

• signs up for a shift;
• asks for a shift (when shifts are by request), or withdraws that request;
• cancels a shift they hold;
• picks a shift for a member who asked them to, or cancels one they picked;
• names a stand-in.

The email says who did it, which shift (the entry, the date and the time) and what changed, with an Open the calendar button that opens Schedule on your gallery’s own address. Every calendar manager of the gallery gets it once; if the gallery has no calendar manager, its owners and admins get it. A change made by a calendar manager, an Admin or the Owner, including one they make for their own shifts, sends nothing. Pressing a button twice sends nothing more.

When a member names a stand-in, this one email replaces the copy of the two members’ emails, so you hear about it once. With the setting off, nothing new is sent and the stand-in copy stays as before.

The email never gets in the member’s way: their change is saved first, and if the email cannot be sent, the change still stands.

Silent mode: changing the rota without emailing anyone

When you are loading a rota you already have (copying last month’s paper rota in, for example), you do not want every member emailed for every name you add. Silent mode is for that.

Who has it: a calendar manager (the Calendar Manager role, or the Calendar Manager tick box), the Owner and Admins. Nobody else sees the switch.

To turn it on: Schedule in the left-hand menu → Silent mode off above the month calendar → it changes to Silent mode on. The same switch is on an entry’s page, above its list of shifts: Schedule → click the entry’s card → Silent mode off. A banner then reads Silent mode: changes you make do not email anyone., and the same banner is at the top of every roster you open.

While it is on, these save exactly as normal but email nobody:

• putting somebody on a shift (Add sign-up);
• Approve and Decline on a request;
• moving a shift from one member to another;
• taking somebody off a shift (Release or Remove);
• Confirm on a held slot (this has never emailed anyone; it is still recorded as a silent change);
• Apply on a rota spreadsheet import (see Big changes: the rota in a spreadsheet).

Release and tell on a held slot is not offered while Silent mode is on.

With Text Alerts on, the same changes made outside Silent mode also send the member a confirmation text when their place is confirmed; in Silent mode they send no text either.

What still goes out: the weekly who works when email and every other reminder sent before a shift. Silent mode covers the email a change would send, not reminders, so somebody you added quietly is still reminded before their shift.

It turns itself off when you sign out, or 12 hours after you turned it on, whichever comes first, so it cannot be left on by mistake. It is your own switch: another calendar manager’s changes still email members unless they turn it on too. It stays on if you reload the page.

It is recorded. Every change made in Silent mode is marked as silent in the audit log, so it is always possible to see what changed without anybody being told.

The server decides, not the screen: a change marked silent by anybody other than a calendar manager, the Owner or an Admin still emails the member as normal.

Big changes: the rota in a spreadsheet

For a big change (a new month from a paper rota, or a lot of swaps at once), editing a spreadsheet is quicker than opening every shift. Export the rota, change the names in Excel or another spreadsheet program, and import it back. Gallery shifts only.

Who has it: a calendar manager (the Calendar Manager role, or the Calendar Manager tick box), the Owner and Admins. An Editor, a Viewer and members do not.

Exporting

• A whole month: in the sidebar, click Schedule, pick the month with the arrows above the calendar, then scroll to Rota spreadsheet and click Export rota (CSV) or Export rota (Excel).
• One entry: in the sidebar, click Schedule, click the gallery-shift entry’s card, then Export or import rota at the top of its Schedule list, then Export rota (CSV) or Export rota (Excel).

The file has one row for every place on every shift: a shift with three places is three rows. The columns are Date, Start, End, Shift, Member, Member ID, Standing in for, Standing in for ID, Status and Shift ID. An open place is a row with the member left blank, ready to fill in. A held place says Held.

Names are always written in full, even if your calendar shows surnames only, so each cell names one person. A stand-in is written the way the calendar shows it, the worker first and the member they stand in for in parentheses: Rosa Martin (Gil Grant). The Standing in for columns say the same thing again.

Keep the Shift ID and Member ID columns. They are how the file finds the right shift and the right person; you can hide them in your spreadsheet if they get in the way.

A sample file

This is a month with two Saturday shifts of two places each:

To put Ben Okafor on the 12th, type Ben Okafor into one of the two blank Member cells for that date. You do not need his member ID: the name is enough.

Typing names

Type names the way you would write them. The import matches each one to a member of your gallery, in this order:

1. the Member ID column, if it is filled in;
2. the full name, exactly (“Ada Kessler”);
3. surname first, with a comma (“Kessler, Ada”);
4. an initial and the surname (“A. Kessler” or “A Kessler”);
5. the surname alone (“Kessler”), but only when nobody else in the gallery has that surname. The preview flags these so you can check them.

Capital letters and extra spaces do not matter.

For a stand-in, either type both names in the Member cell the calendar’s way, Martin (Grant), or type the worker in Member and the member they stand in for in Standing in for. Both names are matched the same way.

If you change a name, clear its Member ID too (or the import will tell you the name and the ID are different people, and ask you which you meant).

The import never guesses. When a name matches nobody, the preview shows a drop-down of the members whose names are closest to what you typed. When a name matches more than one member (two people called Chen), the drop-down lists them. Pick the right person in each one. Apply stays greyed out until every row is settled.

People already on the calendar stay as they are. A row that names exactly who the calendar already has on that shift is Unchanged, even if that member has since left the gallery or is In Memoriam. So an exported file always reads back without errors.

A member who has left, a member In Memoriam, and somebody who is not a gallery member are never added to a shift by an import: their rows show the reason, and they are never offered in the drop-down.

Rows you do not want to fix. Every row with a problem (an error, or a name still waiting for you to pick someone) also offers:

• Skip this row: that place is left exactly as it is now. Nobody is added, and whoever is already on it stays, even in Overwrite.
• Leave the place empty (in Overwrite only): whoever is on that place is taken off, and it stays open. Append never takes anybody off, so it does not offer this.

Skip all rows with problems above the list skips every one of them at once. Undo beside a skipped or emptied row takes the choice back. Apply checks every choice again before it saves anything.

Importing

1. Open the same place you exported from (the month’s Rota spreadsheet card, or the entry’s Export or import rota).
2. Choose how to import:
   • Append fills empty places only. Nobody already on a shift is moved. Extra rows for a shift add places; Append never removes a place.
   • Overwrite gives the shifts in the file exactly the people, and the number of places, in the file: anyone not listed for those shifts is taken off. A shift that is not in the file at all is kept unless you choose to delete it (see Shifts not in your file below). Clearing every name on a shift and choosing Overwrite empties that shift.
3. Tick Override the monthly limit only if you mean to put a member over the month’s limit, exactly as when you add them one at a time.
4. Click Choose a file and preview… and pick your CSV or Excel (.xlsx) file (up to 512 KB and 1,000 rows).
5. Read the preview. It lists every change (New shift, Places, Added, Moved, Stand-in set, Removed), and under Rows to check every row that needs you: a name to pick, a surname-only match to confirm, or an error (unknown member, former member, more people than places, over a member’s monthly limit, a date outside the month or entry, or no shift at that time). Pick a member, Skip this row, or Leave the place empty for each.
6. Click Apply. Everything is saved at once, or, if anything is wrong, nothing is.

Adding and removing places

Each row is one place. The number of rows a shift has in your file (rows with a blank member included, since those are open places) is the number of places that shift will have. The rows belong to a shift by its Shift ID.

• To add a place, copy one of the shift’s rows, Shift ID included, and paste it as a new row. Leave the Member cell blank for an open place, or type a name to fill it. For example, a shift on Friday, December 18 from 2:30pm to 6:00pm with one open place exports as one row; two copies of that row give it two open places, and the preview says places 1 → 2. This works in both Append and Overwrite.
• To remove a place, delete one of the shift’s rows and import with Overwrite. Append never removes a place.
• A shift can never end up with more people (or held places) than places. If the rows you leave are fewer than the people who would still be on it, for example because a place is held, the shift’s last row shows the problem and nothing is saved until you fix it.
• A shift with no limit on its places stays that way.

New shifts. A row with no Shift ID, on a date and at a start and end time where no shift runs, is listed under New shifts with Create it and Skip. Create it makes the shift with those rows as its places and the people named on them. Skip leaves those rows out. Apply stays greyed out until you choose one for each new shift. A new shift can be added only when the import is for one gallery-shift entry (from the entry, or a month with only one entry).

Shifts not in your file (Overwrite only). A shift in the month or entry that has no rows in your file is listed under Not in your file, with the names of anyone signed up. Each one is Keep unless you change it:

• Keep leaves the shift and its people exactly as they are.
• Delete deletes it the same way as deleting a shift from the calendar: a restore point is taken first, and you choose whether the people signed up are emailed that their shift is cancelled (with Silent mode on, nobody is emailed).
• Delete all not in file sets every one of them to Delete at once; you can then set any of them back to Keep.

To delete, type DELETE in the box that appears, then click Apply and delete. The shifts are deleted straight after the import saves. A calendar manager cannot delete a shift that has already started, so such a shift is kept. If any shift could not be deleted, a warning stays on the page after Apply, listing each one with its date, time and the reason: delete it from the shift entry, or import again.

Apply checks every choice again before it saves anything. A Shift ID from outside the month or entry you are importing into, or from another gallery, is never found, so its rows are errors and nothing is saved.

Telling members. With Silent mode off, each person whose shifts changed gets one email listing all of their changes, not one email per row. With Silent mode on, nobody is emailed and the import is recorded as silent. Moves and removals made by an import appear in the next morning’s summary of shift changes, like any other change.

Printing the rota and the coverage report

The rota goes on the wall, and in the bag you take to the meeting. Both the shift calendar and the Coverage report have a Print button.

1. Open the month (or pick the range on Coverage) you want on paper.
2. Press Print.
3. Your browser’s print window opens. Pick a printer, or Save as PDF to keep a copy or email it — that option is your browser’s own.

What prints is the report and nothing else: no menu, no sidebar, no buttons and no range picker. The top of the page says the gallery, which report it is, the month or range it covers, and the date you printed it, so an old copy on the wall is easy to spot. A day on the calendar, or a shift on Coverage, is never split across two pages. Nothing relies on color: on Coverage an empty shift says Nobody on this shift, so it reads the same in black and white. A4 and US Letter both fit.

Printing shows exactly what you see on screen — the same people and shifts, for your gallery only. It does not fetch anything new.

Holding a slot for somebody

You often know in advance that a particular person wants a particular shift, and you do not want anybody else taking it while you ask them.

That is a hold. It keeps the place, it does not put anybody on the rota, and it tells nobody anything.

Holding one

1. Press Roster on the shift.
2. Open Hold a slot for somebody.
3. Pick the member, if you know who it is.
4. Add a note if it helps you — asked at the AGM, waiting to hear back.
5. Hold the slot.