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.
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.
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.
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.
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.