> ## Documentation Index
> Fetch the complete documentation index at: https://support.rotapad.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Rota emails

> The emails staff receive when their shifts are added, moved, changed or cancelled

RotaPad emails staff automatically whenever a change to the rota affects them. Each email shows the shift in full and has an **Open My Rota** button.

## When emails are sent

| What happens | Who is emailed | Email |
| - | - | - |
| A shift is added | The staff member on it | **New shift** |
| A shift is moved to someone else | The new staff member | **New shift** |
| | The previous staff member | **Shift removed** |
| The date, time, home, shift type or sleep-in changes | The staff member on it | **Shift updated** |
| A shift is deleted | The staff member on it | **Shift cancelled** |

Two rules keep inboxes quiet:

* **Editing only the comment sends nothing.** The latest comment is included in any email that does go out.
* **Nobody is emailed about their own change.** For example, staff who add a shift for themselves aren't emailed about it.

## What the emails look like

> [tab] New shift
>
> ![New shift email with the date, time, home, shift type and an Open My Rota button](https://mintcdn.com/rotapad/xcZ37D-z5OitLRQE/images/screens/rota-email-assigned.png?fit=max\&auto=format\&n=xcZ37D-z5OitLRQE\&q=85\&s=c7a534d8619b3bc60d9ee02e6b522366)

> [tab] Shift updated
>
> ![Shift updated email showing the latest details and a What changed section with old values crossed out](https://mintcdn.com/rotapad/xcZ37D-z5OitLRQE/images/screens/rota-email-updated.png?fit=max\&auto=format\&n=xcZ37D-z5OitLRQE\&q=85\&s=567a1223763caf9a735ca6248a6daeb4)

> [tab] Shift removed
>
> ![Shift removed email telling the staff member they are no longer on the shift](https://mintcdn.com/rotapad/xcZ37D-z5OitLRQE/images/screens/rota-email-removed.png?fit=max\&auto=format\&n=xcZ37D-z5OitLRQE\&q=85\&s=4db7fcf9480851ae7942da50167c1d2c)

> [tab] Shift cancelled
>
> ![Shift cancelled email with the details of the cancelled shift](https://mintcdn.com/rotapad/xcZ37D-z5OitLRQE/images/screens/rota-email-cancelled.png?fit=max\&auto=format\&n=xcZ37D-z5OitLRQE\&q=85\&s=1b2eba3092a2ce4d5012aa1ca1c35a42)

The **Shift updated** email includes a **What changed** section, with the old value crossed out above the new one.

## See who was emailed

After you save or delete a shift, the confirmation message lists who was emailed, for example **Amaka Obi and Ben Carter notified by email**.

If an email can't be sent, you'll see a warning such as **Couldn't email Ben Carter**. The change is still saved, so let them know another way. If a staff member has no email address, you'll see **No email address for** followed by their name.

> [!TIP]
>
> Make sure every staff member has an email address on the [Staff](https://support.rotapad.com/staff.md) page so they don't miss changes.


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