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Key concepts
Who this is for: Anyone configuring or running the rota
What you'll achieve: Learn the vocabulary used across SchoolRota
Zones
A zone is a physical or logical place of duty — for example KS1 Play, Dinner Hall, or Cloakrooms. Each duty slot belongs to one zone.
Duty slots and assignments
| Term | Meaning |
|---|---|
| Duty slot | A zone + time window + requirements on a day revision |
| Assignment | A person placed on a slot (for example as lead) |
| Weekly template | The recurring Mon–Fri pattern used to materialise each day |
Duty tiers
Per-person preference for being used on duty:
| Tier | Meaning |
|---|---|
| Preferred | First choice for cover |
| Acceptable | Fine to use in the normal pool |
| Last resort | Use only when others are unavailable |
| Excluded | Do not place on duty |
Spreadsheet imports can encode tiers with traffic-light cell colours. See Importing staff.
Grades and last-resort priority
Grades band staff (Leadership, Teaching Staff, Professional Services, and so on). A higher duty priority number means later resort — for example Leadership around 90 so leaders are not used first.
Day revision lifecycle
mermaid
flowchart LR
Template[Weekly template] --> Materialise[Materialise day]
Materialise --> Draft[Draft revision]
Draft --> Recompute[Propose cover]
Recompute --> Proposed[Proposed draft]
Proposed --> Publish[Publish]
Publish --> Live[Live day]| State | Meaning |
|---|---|
| Draft / proposed | Editable proposal — not yet locked |
| Live / published | Locked for the day; staff are notified per rules |
Publishing always requires an explicit confirm from a duty lead or admin. The engine never auto-publishes.
Compliance badges
On the Today board you will see status such as:
| Status | Meaning |
|---|---|
| OK | Requirements met |
| At risk | Close to failing a rule |
| Gap | Hard unfilled requirement |
| Last resort | A last-resort person or grade was used |
Commitments
Weekly commitments are recurring teaching or cover blocks (phonics, PPA, meetings, and so on). They appear on the Timetable alongside duties so you can see who is already booked.