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Workforce planning

The rota that knows who can do the work.

Plan every department, publish with confidence and let eligible employees help fill gaps—without losing manager control.

Built and tested in a live watersports operation
See how it worksRequest a Demo
Complete workflow

From an empty week to a fully covered operation.

AquaTrak keeps the rota, employee eligibility and shift changes in one connected workflow.

01Set up departments and eligibilityDefine who is qualified for each area.Show stepHide step

Managers connect staff to the departments and qualifications they are approved to work in.

  • Department eligibility
  • Role and qualification visibility
  • Employee, Manager and Admin permissions
AquaTrakPeople readiness
Lifeguards12 ready
Cable operators6 ready
Expiring qualifications2 alerts
02Build the weekly rotaAdd only the shifts that actually exist.Show stepHide step

Managers create shifts by department, copy a previous week and keep changes in draft until the rota is ready.

  • Department-based week view
  • Open and unassigned shifts
  • Copy-week controls
AquaTrakWeek of 18 May
Aquapark8 shifts
Reception5 shifts
Draft changes3
03Publish and notifyGive staff one reliable version of the rota.Show stepHide step

Publishing makes the week visible to employees and sends the relevant schedule information to the right people.

  • Draft and published states
  • Personal and full-team views
  • Clear shift details
AquaTrakRota status
Published18 team members
UpdatedToday, 16:20
Week statusLive
04Fill gaps without the group-chat chaseOpen, offer or directly swap a shift.Show stepHide step

Employees can claim eligible open work, offer a future shift or request a compatible direct swap, with controlled approval.

  • Eligibility checked automatically
  • Assigned shift remains owned until accepted
  • Manager override remains available
AquaTrakShift coverage
Open shift10:00–18:00
Swap requestWaiting
Eligible staff7
05See who is working nowJoin the rota to live attendance.Show stepHide step

Managers can see whether scheduled staff are clocked in, on break, late or finished for the day.

  • Scheduled and actual status together
  • Late and unscheduled visibility
  • Completed shifts remain easy to review
AquaTrakToday’s team
Clocked in14
On break2
Late1
Your venue, your rules

Configure it around the way your team operates.

Departments

Create the exact operational areas used by your venue.

Eligibility

Control which staff can work or claim each department.

Publishing

Keep weeks in draft and release them when ready.

Shift rules

Set how offers, open shifts and direct swaps behave.

Views

Employees can see their own work, open work and the wider team.

Locations

Organise work around the places and activities your operation uses.

Clear by role

Everyone sees what they need to act.

Admin

Admin view

Configure departments, permissions and the complete workforce structure.

Manager

Manager view

Build rotas, approve changes and monitor coverage.

Employee

Employee view

See shifts, claim eligible work and request swaps without editing the rota.

Frequently asked

Useful answers before the demo.

Can employees edit another person’s shift?

No. Employees can request approved actions such as claiming, offering or swapping, but only managers and admins control the rota.

Can qualifications restrict a shift?

Yes. Department eligibility and qualification visibility help prevent unsuitable staff from being assigned or claiming work.

Can seasonal staff still see who they are working with?

Yes. The full-team view provides useful visibility while preserving editing permissions.

See it with your operation

Walk through scheduling & shift management with AquaTrak.

Tell us how your venue works and we’ll show the parts that would make the biggest difference.

Request a DemoExplore all features