Rotations and Work Schedules for Personnel

Overview

The Rotations feature lets you define and manage structured work schedules for your personnel. Instead of manually adding individual shifts one by one, you build a rotation pattern — a repeating sequence of working periods and gaps — and assign it to one or more people. The system then automatically generates all the individual work schedule entries on each person's calendar.

Use rotations to plan offshore crews, shift-based teams, and any other personnel group that follows a predictable work-rest cycle.

Prerequisites

Before creating rotations, make sure the following are set up:

Rotation Types must be configured in Settings → Personnel → Rotation Types. Rotation types define categories for shifts (e.g. Offshore, Travel, Leave) and control color coding on the calendar. At least one active rotation type is required before you can save a rotation.
The personnel you want to assign must already exist in the system with an active profile.
If you want to link a rotation to a Work Package, that work package must already exist.
If you want to assign a rotation to a Team, the team and its positions (compositions) must be configured under Teams.

Note: Only users with the appropriate permissions can create and edit rotations. If you do not see the rotation options described below, contact your system administrator.

Key Concepts

Term	Description
Rotation	A single block of work defined by a pattern, shift times, start/end date, and a rotation type.
Rotation Pattern	The rule that determines which days within a period are working days. Can be Daily, Weekly, or Custom.
Work Schedule	An individual shift entry generated from a rotation, visible on the personnel calendar.
Rotation Template	A saved rotation configuration that can be reused across different personnel or time periods.
Rotation Flow	The name of the step-by-step creation modal used to build and assign rotations.
Conflict	A situation where a new rotation overlaps with an existing rotation for the same person.

Where to Find Rotations

You can access and manage rotations from two places:

Personnel Calendar — Open a personnel record and navigate to the Calendar tab. Each block on the calendar represents a generated work schedule. Click any block to view details or open its parent rotation.
Personnel Profile → Work Schedules tab — A tabular list of all work schedule entries for that person, including dates, shift times, rotation type, and team assignment.

To create a new rotation, open a personnel record, go to the calendar, and click the Add Rotation button (or the equivalent action in your toolbar). This opens the Rotation Flow modal.

Creating a Rotation

The Rotation Flow modal guides you through two steps: defining the pattern and assigning it to personnel.

Step 1: Define the Rotation Pattern

General Settings

At the top of the Create Rotation tab, fill in:

Field	Description
Start Date	The first day the rotation becomes active. You can also enable Use Work Package Start Date to automatically inherit the start date from a linked work package.
Work Package	(Optional) Link this rotation to a specific work package.
Description	(Optional) A free-text note about this rotation.

Rotation Events

A rotation is made up of one or more events. Each event is a period with defined properties. You can add multiple events to create a sequence (e.g. 14 days on → 14 days off).

For each event, configure:

Field	Description
Rotation Type	The category/color of this event (e.g. Offshore, Travel).
Duration	How many days this event lasts.
Shift Start / Shift End	The daily working hours for this event (e.g. 07:00 – 19:00). Shifts that cross midnight are supported.
Is Gap	Toggle this on to mark the event as a non-working gap (e.g. days off). Gap events are not added to the calendar as work schedule entries.

Use the drag handle on the left of each event to reorder the sequence. Use the duplicate or delete icons to manage individual events.

Tip: The Gantt preview at the bottom of the modal updates in real time to show you how the final rotation will look on the calendar before you save.

Rotation Pattern (Advanced Settings)

Within each event you can also control the recurrence pattern, which determines which days within the event's duration are actually worked:

Daily — The shift repeats every N days. Set the Repeat Interval to control how often (e.g. every 1 day = every day, every 2 days = every other day).
Weekly — The shift repeats on specific days of the week. Select the working days (Mon–Sun) using the day toggles.
Custom — Define a days on / days off cycle (e.g. 14 on, 14 off). The system automatically cycles through the on-period and off-period for the duration of the rotation.

Travel Days

If your rotation involves travel before or after the main period, enable Add Travel Days. You can then:

Select a Travel Rotation Type for the travel shift.
Set the number of travel days before and after the main event.
Define the Travel Shift Start and Travel Shift End times.

Travel days appear as separate work schedule entries on the calendar, colour-coded with the selected travel rotation type.

Repeating the Rotation

If the pattern should repeat automatically after it ends, enable Repeat Rotation. Then set:

Repetitions — How many times the pattern should repeat after the first occurrence.
Repetition Gap — How many days of gap to insert between each repetition.

Step 2: Assign the Rotation

Click the Assignment Options tab (it becomes active once at least one event has been added).

Personnel Assignment

The left panel shows the personnel this rotation will be assigned to. The person whose profile you opened is pre-selected.

Click Add Personnel to add more people. The rotation will be created for each selected person.
Click the ✕ icon next to a name to remove them from this assignment.

Team Assignment

The right panel lets you optionally link this rotation to a team:

Select a Team from the dropdown.
If the team has defined compositions (named position sets), select the relevant composition.
Drag and drop personnel from the left panel into the correct positions in the team table. Each row in the table represents a position in the team composition.

The Status column in the team table shows whether each position is currently assigned, based on the pattern's start date.

Location Assignment

Further down the Assignment tab, you can optionally define where the rotation takes place:

Field	Description
Base	The onshore base for this rotation.
Offshore Base	The offshore installation or site.
Mother Vessel	The support vessel, if applicable.

Saving the Rotation

Once the pattern and assignments are configured:

Click Save to generate and store all work schedules for the assigned personnel.
If conflicts are detected (see below), you will be prompted to resolve them before saving.

Limitation: A single rotation pattern cannot exceed 365 days in total duration. If you need longer coverage, create multiple rotations end to end.

Handling Conflicts

A conflict occurs when the date range of your new rotation overlaps with an existing rotation for the same person. The system detects this automatically and presents a Conflict Resolution prompt.

You will see a preview of the overlap and can choose one of the following options (available options depend on the type of overlap):

Resolution Option	What it does
Delete and Replace	Removes the conflicting existing rotation(s) entirely and replaces them with the new rotation.
Stop Early / Plan Full	Shortens the existing rotation so it ends just before the new one starts, and applies the new rotation in full.
Ignore Conflict	Keeps both rotations as-is, allowing them to overlap. (Only available if overlapping rotations are enabled for your account.)

Select the option that best fits your situation and click Save to proceed.

Tip: If you are assigning the same rotation to multiple people, the conflict resolution you choose is applied individually per person. A person with no conflicts is saved immediately; only those with conflicts require resolution.

Using Rotation Templates

Rotation templates let you save a rotation pattern and reuse it later, saving time when many personnel follow the same schedule.

Saving a Template

Build your rotation pattern in the Rotation Flow modal.
Before clicking Save, click Save as Template.
Enter a name for the template and confirm.

The template is saved and becomes available to everyone in your organisation.

Loading a Template

Open the Rotation Flow modal for a person.
In the Template selector at the bottom of the modal, search for and select a saved template.
The pattern, shift times, work package settings, and event sequence are loaded automatically. The assignment (personnel, team, location) is not carried over from the template — you still set those manually.
Adjust any settings as needed, then save.

Deleting a Template

Open the template selector in the Rotation Flow modal.
Click the delete (bin) icon next to the template name.
Confirm the deletion.

Note: Deleting a template does not affect rotations already created from it. Existing work schedules remain unchanged.

Editing and Managing Existing Rotations

Viewing a Person's Work Schedules

Open a personnel record and go to the Work Schedules tab. The table shows all scheduled entries with:

Rotation Type (with colour indicator)
Start and end dates
Shift start / shift end times
Team name (if assigned)
Work package (if linked)

Click a row to expand it and view or edit the full details of that individual work schedule entry, including location, mother vessel, and team position.

Editing an Individual Work Schedule

You can edit a single work schedule entry directly from the calendar by clicking on it. The Quick Edit panel allows you to:

Change the shift start and shift end times.
View the Rotation Type (read-only; to change the type, open the parent rotation).
Click Open Rotation to navigate to the full rotation that generated this entry.

Important: Editing an individual work schedule does not change the parent rotation. Future regenerations of that rotation (e.g. if the rotation is re-saved) may overwrite manual edits to individual entries.

Moving Work Schedules on the Calendar

You can drag work schedule blocks on the calendar to move them. If the block belongs to a rotation, the system will automatically split the rotation at the moved point, so the surrounding rotation entries are adjusted correctly.

Frequently Asked Questions

Can I assign the same rotation to multiple people at once?
Yes. In the Personnel Assignment panel of the Assignment tab, add all the people you want. The rotation pattern will be applied to each of them individually, with conflicts resolved per person.

What happens if a rotation crosses midnight?
Shifts where the end time is earlier than the start time (e.g. 22:00 – 06:00) are automatically treated as crossing midnight. The work schedule end date will be set to the following day.

Can I link a rotation to more than one work package?
Yes. The Work Package field supports multiple selections. All selected work packages will be associated with the generated work schedule entries.

What is the difference between a Rotation and a Work Schedule?
A Rotation is the template-like rule that defines the pattern. A Work Schedule is each individual shift entry on the calendar that is generated by a rotation. One rotation can produce dozens or hundreds of work schedules.

Can rotations be used for vessels as well?
Yes, the same rotation system is used for both personnel and vessels. The rotation types are configured separately per resource type in Settings.