Create a Rotating Shift Calendar: Pitman & Custom Rotations Template

What is a Pitman rotating schedule (quick)

The Pitman rotation is a day-based rotating pattern used to balance coverage and fairness. It typically cycles staff through a sequence of days on and off so every worker experiences a mix of early, late and night shifts and weekends. In this article, “Pitman-style” simply means a fixed, repeating day-count rotation that can be expressed as a list of day types (for example: 4 days on, 4 days off, 4 days on with different shift times).

You can create a Pitman-style or any custom day-based rotation in PayCheck AI by building individual shifts and repeating them using the app’s custom rotation features. The template below is day-based (not strictly hour-by-hour) so it’s easy to adapt for different shift lengths and local rules.

Before you start: What you’ll need

Decide the rotation length (how many calendar days before the pattern repeats). Common Pitman-style rotations use 28-day cycles, but your organisation might use 14, 21 or other lengths.

List each shift type by name (for example: Early, Late, Night, Day Off) and decide the scheduled start/end times or total hours per shift. For pay estimates inside PayCheck AI remember to treat any rate or multiplier you enter as hypothetical unless you verify it independently.

If you’re on a Pro trial or Pro subscription in PayCheck AI you can configure overtime thresholds, night-window allowances and weekend/public-holiday allowances for the calendar you build. These settings are optional and vary by contract or country.

Downloadable day-based rotation template (how it’s structured)

The template is a simple day-by-day table you can copy into a spreadsheet or import as CSV. Columns are: Date, Day Number (1..N), Shift Name, Start Time, End Time, Hours. Use the pattern column to repeat the rotation across the cycle.

Example header row: Date,Day,Shift,Start,End,Hours,PatternIndex. PatternIndex links the calendar date to the rotation day (1..rotation-length). In PayCheck AI you’ll create shifts and then replicate them using a custom rotation rule that follows the PatternIndex.

Worked example: 28-day Pitman-style rotation

Below is a simplified worked example you can copy. This example assumes a 28-day rotation with three shift types: Early (07:00–15:00, 8h), Late (15:00–23:00, 8h) and Night (23:00–07:00, 8h), plus Days Off. Treat pay figures as manual inputs if you later compare pay in PayCheck AI.

Pattern outline (28 days): Days 1–4: Early, Days 5–8: Off, Days 9–12: Late, Days 13–16: Off, Days 17–20: Night, Days 21–24: Off, Days 25–28: Early. This is one example Pitman-style cycle — adapt it for your team.

Sample rows (first 8 days shown):

2026-01-01,1,Early,07:00,15:00,8,1 2026-01-02,2,Early,07:00,15:00,8,2 2026-01-03,3,Early,07:00,15:00,8,3 2026-01-04,4,Early,07:00,15:00,8,4 2026-01-05,5,Off,,,0,5 2026-01-06,6,Off,,,0,6 2026-01-07,7,Off,,,0,7 2026-01-08,8,Off,,,0,8 (Continue through Day 28 and then repeat the pattern.)

Step-by-step: Build the rotation in PayCheck AI

1) Create shift presets: In the PayCheck AI interface create individual shift entries for Early, Late, Night and Off. Enter start/end times and saved hours per shift. These become reusable presets for the rotation. If you’re using Pro features, set night-window allowances or weekend allowances now if they apply to the calendar.

2) Create a custom day-based rotation: Use the app’s custom rotation option to define the day sequence (1–28) and assign each PatternIndex to a shift preset. The app stores day-based rotations so you can reuse them across months.

3) Apply to calendar dates: Choose a start date for your cycle and expand the rotation across the calendar month(s) you need. PayCheck AI will place the individual shifts into the calendar on the correct dates.

4) Review hours and overtime settings: If you are on Pro, configure daily/weekly overtime thresholds for the calendar so PayCheck AI can track regular and overtime hours for that schedule. Remember the app estimates hours; treat any pay calculations you enter as hypothetical unless verified separately.

Exporting and using the schedule in Google/Apple/Outlook

PayCheck AI supports CSV or ICS export and private read-only calendar subscriptions. To get your rotation into an external calendar:

• ICS export — export the calendar as an ICS file and import it into Google Calendar, Apple Calendar or Outlook. Imported ICS files are typically one-time snapshots unless you create a calendar subscription.

• Private calendar subscription — create a private read-only calendar subscription in PayCheck AI and add it to Google, Apple or Outlook. This subscription refreshes from PayCheck AI but remains read-only in the external calendar (changes must be made in PayCheck AI).

Export tip: If you want a local copy for editing before import, export CSV, open in a spreadsheet and confirm start/end times and dates. When importing CSV to Google Calendar, map the CSV columns to Title, Start Date, Start Time, End Date, End Time, Description.

Team calendars, absences and shift requests

If you manage a team, PayCheck AI supports visible profile names, team creation, invitations by link or QR code, and team-managed calendars. Owners and planners can publish and assign shifts; members can request open shifts or takeovers. Planners can view members’ personal shift calendars and recorded absences and approve or reject vacation requests.

Personal pay settings, private notes and medical details remain private and are not shared in the team calendar. Team-owned calendar copies that sync into members’ personal calendars are read-only and follow owner updates.

Practical checklist

• Decide rotation length and pattern (e.g., 28 days) and list shift types
• Prepare a day-based CSV or spreadsheet with Date, Day, Shift, Start, End, Hours, PatternIndex
• Create reusable shift presets in PayCheck AI (enter start/end times and hours)
• Define the custom rotation sequence (PatternIndex 1..N → shift preset)
• Apply the rotation to calendar dates and review for overlaps or undesired gaps
• If on Pro, set overtime thresholds, night-window and weekend/public-holiday allowances if needed
• Export as ICS or create a private calendar subscription to sync to Google/Apple/Outlook
• For teams: invite members, publish shifts, and set up rules for shift requests and absence recording

Frequently asked questions

Can I import an existing rota PDF or image into PayCheck AI?

Yes — on Pro you can upload a rota PDF or image for one-time AI shift extraction and then approve the extracted shifts before import. This helps convert an existing static rota into the calendar quickly.

Will edits made in Google Calendar sync back to PayCheck AI?

No. Calendar subscriptions from PayCheck AI to external calendars are read-only. Changes must be made in PayCheck AI and will then refresh to the subscription. PayCheck AI does not edit external calendars.

Does PayCheck AI automatically assign workers or fill open shifts?

No. PayCheck AI supports publishing and assigning shifts and lets team members request open shifts or takeovers, but it does not automatically assign workers or perform staffing analysis.

Can the app calculate taxes or guarantee payroll accuracy?

No. PayCheck AI can estimate gross pay based on the hours you enter, but it does not calculate taxes or guarantee legal or payroll accuracy. Always verify pay figures with payroll or your agreement.

How do overtime and allowances work in PayCheck AI?

Pro users can configure daily/weekly overtime thresholds and set night-window, weekend and public-holiday allowances as a flat amount, per-hour amount or percentage. These settings apply to the calendar you create and help estimate regular/overtime hours and allowances.