Rostering is often complex, so visual alerts and status indicators can warn or block an action that goes against rostering requirements.

When rostering, there are some standard rules that apply across the board – for example staff can usually only work one shift at a time, so shift clashes are something that Ento will automatically flag and warn of on a roster.

Other alerts can vary – where one businesses will want to be warned when overtime is triggered, another may want to put a block in place to prevent rostering of any overtime. Another company may expect to pay overtime and not want it highlighted on the roster at all. To support such varied business needs alerts can be customised, and alerts may even vary for staff from the same company on different awards.

Alert colours

Red – critical alerts
Critical alerts are used for shift clashes, and can be set for compliance failure with major award rules. Examples could be trying to roster staff after a hard set maximum number of hours per week, qualification non-compliance or the minimum time between shifts requirement not being met.


Orange – low alerts
Often used as warnings, alerting those rostering when they are about to perform an action that it would be better to avoid, for example where an overtime rate has been triggered, or where a rostered break is not long enough, but where rostering would still be allowed.


Green – no alert
No alerts indicating any compliance issues.



Alert types

Shift confirmation

If your staff permission profiles are set to require shift acknowledgement, publishing a roster will result in roster full of red icons with a white bell – indicating that the shift has not yet been acknowledged.

As staff receive their roster summaries and acknowledge their shifts, the red bell icons will disappear. If you are in contact with staff and they advise that they acknowledge their shifts, you can click on the icon and acknowledge either a single shift or all their shifts by selecting ‘Confirm shift’, or ‘Confirm staff’s shifts’ on their behalf.



Shift borders

Coloured shift borders provide a visual indicator of potential issues. A colour other than green warns of an alert.

Hover over the shift label and the pop up message will provide information on the alert, the ones below show a shift clash in red – a critical alert, and an orange one indicating overtime has been triggered – this is a low alert.


Alert icons



No staff assigned – red
No staff is assigned to work this shift


No staff assigned – green
No staff is assigned to work this shift, but a staff has advised they can work this shift


Pending shift swap – red
Staff has requested to swap this shift with another staff, it is pending manager approval

Pending shift trade – orange
Staff has requested to swap this shift with another staff. Manager has approved the trade, it is pending acceptance by the other staff


Pending shift cover – red
Staff has requested another staff cover this shift, it is pending manager approval

Pending shift cover – orange
Staff has requested another staff cover this shift. Manager has approved the cover, it is pending acceptance by the other staff


Pending shift drop

Staff has requested to drop this shift, it is pending manager approval


Leave – pending approval
Leave has been entered and is pending Manager approval

Click on any of the icons to see the available actions – for shift covers, drops and swaps this will be approve or deny, for unassigned shifts you will be able to use the Fill-in Finder feature to assign the shift.

Alert severity

Alerts may vary from staff to staff, based on their award, which is where most alerts are configured. Alerts may exist for minimum consecutive days off, maximum days to be worked consecutively, minimum number of hours required between shifts or break requirement for shifts of a certain length are the types of alerts. This is also where an alert is categorised as either a low or a critical alert. Read more in the Award settings article.

Alerts and manager permissions

What a manager can do in instances of low or critical alerts when rostering is controlled in each Manager permission profile. In some cases there may simply be a warning, in other instances the action may be blocked.

This allows for hierarchical overriding, so while a rostering manager’s permission may block them from creating a shift where a low alert is triggered, while an operations manager’s profile may only give a warning when triggering a low alert, but still block for critical alerts.

Your Ento administrator will be able to access the Rostering tab of your Settings > Manager permissions profile to determine what attempting to roster low or critical alerts will do. More on this in the Manager Permissions article.



Where to now?

Publishing a roster

Other related articles

Fill-in Finder

Export & print rosters

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