Building and managing your roster

The Rostering → Work on roster page (or ‘Roster builder’) is where you will spend most of your time within your account!

From here you will create, edit and delete shifts, find fill-ins and work out that all-important roster cost.

An overview of working on your roster can be found on the System guides → Everyday use → Rostering support page, but an in-depth look into it can be found below.

Roster bar

The roster bar is found directly above your roster. You can use it to visualise different ‘views’ as well as access a number of powerful tools to helping building, publishing and exporting your roster.

Roster selectorThe roster selector is the large drop-down bar showing the name of the roster you are currently viewing within it. This searchable drop-down can be used to change the roster in view. Entering a date will automatically search for all rosters covering said date.
View switcherThe view switcher can be found to the right of the create button. There are two options: Staff – Staff view lists all the staff with roles within the locations the roster covers down the left hand side. This view is good to check you are distributing shifts evenly between your staff and you’re not working any of them too hard! Role – Role view lists all the roles within the locations your roster covers down the left hand side. Role view is great when checking you have good coverage across your roles.
Date navigationThe date navigation bar lets you jump to a certain section of your roster, or look at a date period crossing multiple rosters. Worth particular mention is the Day view. This day-by-day view is a great way to put your roster under the microscope, particularly important as you get ready to publish it! It also highlights if you don’t have a staff on to open or close each day. To move the days you are looking at forwards or backwards by the amount of days in view, click the < and > symbols. Note: You can only edit shifts within the date range covered by the roster showing in the Roster selector, described earlier.
Check & publish / Submit to publishOnce you have finished working on your roster, you should publish it. Publishing your roster will send each of the staff on the roster a summary of their shifts (if they have a notification preference turned on). Shifts on published rosters are also eligible for clocking in and out. You can still work on your roster after you publish it! To publish the roster, click the Check & publish button. Once the roster is published, the button will be disabled, and the date it was published will show. If your Check & publish button says Submit to publish, it means your manager permissions aren’t high enough to publish the roster directly. Instead, you can click this button to let your manager know the roster is ready. You will be asked if you want to add any notes to the email that goes to them.
Export & printAfter you have published your roster, you may want to print it for sticking on the wall. To do this, click the Export & print button. You will be taken to a page covered on the Docs → Rostering → Export & print page of the support centre.
Bulk actionsThere are three actions available from the Bulk actions button: Copy – The copy shift function is extremely useful when you are starting a new blank roster and want to copy a section of shifts from a previous roster. You can also use it to copy shifts from one staff to another. Move – The move function is useful when replacing a staff. You can move all shifts from the old staff to the new one. Delete – You may have created a roster based on a previous roster but decided you would prefer the shifts from a different date range. If that’s the case, use the bulk delete function, then bulk copy. Note: The bulk actions are only available on non-published rosters.
SettingsWithin the settings menu (represented by a small cog icon), you will find three density options – Compact, Cosy and Comfortable. These control how big each of the roster cells are and should be set as whatever looks best to you. If you are in staff view, there will also be options to Group / ungroup staff by role and to Sort staff alphabetically or custom. Grouping staff by their role will nest each of the staff on the roster by their primary role. Custom sorting allows you to move the order of staff around using the small drag bars to the left of their name. You can move locations and roles around in a similar fashion within role view, at any time.You will also find a button to Hide staff / roles without shifts from the roster. This will remove all the rows without shifts in from view.

Shifts

Adding, copying, editing, deleting, converting to leave and finding fill-ins for shifts will be some of the most frequent actions you will take!

Adding

To add a shift, click the + button found in every cell. This will open the Shift create form.

Check one of the Top suggestions to see if the shift you are going to add is listed. If it is, click it and the shift will be created. If it hasn’t been suggested (which will be the case if this is the first shift you have added for the staff), type the shift’s start and end time separated by a hyphen in the large input box.

By default, shifts longer than 5 hours will include a 30 minute unpaid break.

Press the tab button on your keyboard or click on the next field. This will open the Role or Staff drop down (depending which view you are in).

Note: If the role or staff you want to select is not shown, it could be they have not been assigned. Assigning roles to staff or staff to roles can be done via the Account → Staff or Account → Roles page of your account. Press tab or click in the next field to enter the Break information. Once complete, click the Save button. If the shift is being added to a published roster, it will ask you if you want to notify the staff you are adding it to.

Copying

You can copy a shift by clicking on it then selecting Copy. When you go to click to add a new shift it will be the new top suggestion. Copied shifts can be given to staff who may not have the correct role, so be careful you are pasting the shift on the right staff!

Editing

To edit a shift, click on it and select Edit. If the shift is on a published roster, it will ask you if you want to notify the affected staff of the change. Editing a shift is not possible once it has been clocked out. That needs to be done via the Time & attendance → Review timesheets page of your account.

Deleting

To delete a shift, click on it and select Delete. If the shift is on a published roster, it will ask you if you want to notify the affected staff of the removal. Deleting a shift is not possible once it has been clocked in. That needs to be done via the Time & attendance → Review timesheets page of your account.

Converting to leave

The Convert to leave option will show when you click Edit on an existing shift if your manager record has permission to submit leave and the staff the shift is attached to have at least one leave type turned on in their award.

Once clicked, you will be taken to the Rostering → Leave → Create to complete the conversion of the shift to leave.

Note: If you convert the shift to leave but don’t fully approve the leave, both the shift and leave won’t show on the roster when you return to it.

Fill-in finder

The fill-in finder can be found while working on any published roster. Has someone dropped a shift on a roster you have published? Need to add a shift last minute and see who can fill it in? With a few clicks, we can help suggest the best available staff, contact them, receive their response and allocate them to the shift; without you needing to pick up the phone.

To start a new fill-in request, create a shift without a staff assigned (this is easiest in role view) on a published roster. Click the small person icon to bring up the Fill-in finder window, then select whether you have a single shift or multiple shifts to fill. Once you’ve done that, select the Staff you want to contact. Customise the offer message and click Send.

Each of the staff will be contacted, and you will be notified as they respond. You can choose to either have shifts allocated on a ‘first come, first served’ basis, or to have a manager make the final selection. Once a staff has been assigned to the available shift, the system will contact the others telling them the shift has been filled.

Notes

There is always going to be bits of ‘non shift’ information you need to add to the roster. This can be done with Notes.

To add a note, click on the + button like you were going to add a shift, but click the Notes tab. You can also add notes to the day headings or the roster, by clicking in the top left corner cell. If the note pertains to a specific Staff or Role, select them.

Input your Note. Because this note might be sent over SMS, try and keep it to less than ten words.

Select your Visibility setting, keeping in mind anyone with access to the roster can see a note marked as Anyone.

If you turnInclude in roster summary on, and the note is added to a day or role, and not a specific staff, it will be added to the roster summary of every staff working that day or role. Editing and deleted notes can be done by clicking on them.

Colours guide

We use colours within individual cells, around specific borders and of bits of text to highlight alerts, warnings and locked functionality. The main coloursation we use are listed below:

ElementGreenLight greyDark greyRed (alert)Yellow (warning)
CellRange locked because it belongs to a different roster or an already processed pay cycle. Not possible to add shifts to.
BorderNormal shiftNo staff has been assigned to the shift.An award ‘extra alert’ has been triggered. Hover for details. A red top left corner cell or day cell indicates the roster is over budget.An award interpretation rule related warning has been triggered. Hover for details.
Inner fillShift locked from editing because it is outside the date range of the roster you are looking at or it has already been clocked out.
LabelThe shift belongs to a different roster. It can’t be edited from the current roster.The shift has not been acknowledged by the staff it is assigned to within 24 hours of publish or creation.

 

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Building and managing your roster
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