Build a roster

Once you have onboarded your employees, you're ready to build your roster.

Locate your rosters by navigating to Work > Rosters. Here you will see an overview of all your Operation rosters.  Please note if you access your Rosters through the Operations portal please see the operations section below.

Through the implementation and set up process you will have your operation rosters built, however you can add a new Operation roster by selecting + Create New Roster if needed. Please note if this is a new operation this will need to be set up first.

You are able to use Select Operation or if you have a lot of rosters and would like to filter to see your preferred operation.

Select the week commencing you wish to create from the calendar. The roster overview will default to the current week. 

Select view all to see  all your sub rosters under your operation or use the down icon to select a specific sub roster. 

Accessing rosters through the Operations portal

Once you have created a roster, you can start adding employees and shifts.

Click on the roster name in Dashboard View in your Operation profile, or go to Work > Rosters to access your rosters.

Please note if you don't use the Operations portal (mainly used by clients) you will see all your Operations (depending on your permissions)- see the top of this article.

Add employees

There are multiple ways to add employees and shifts to your roster:

  • Add employees.
  • Add shifts.
  • Add positions (see Sort your roster and adjust your roster view below).
  • Copy & paste shifts .
  • Add bulk shifts.

The order in which you do these will depend on your business.

To add an employee:

  1. Click in the box under name, you can search for a specific person by name or you can select multiple people at once from the list.
  2. You can also search by all employees who have a specific position assigned to them. Employees will show by who is available, additional sort by Name, Hours worked or Age are also available.You also have additional sorting options for full details on sorting by availability, hours worked and age click here.
  3. Select your employee/s and click Add.

Add shifts

You can add shifts either individually, or in bulk.

To add a single shift: 

  1. Click the + sign next to the employee on the day you wish to add a shift. 
  2. Enter the start and end time of shift. Enter break length in minutes if applicable. 
  3. The 'Roster' section will automatically be filled. If this needs to be changed, click the drop-down box and select an alternate option. 
  4. Select the employee- employees will show by who is available, additional sort by Name, Hours worked or Age are also available.
  5. Select the  position required and click Create. 

Note: You can free type the start and end times of shift in 24 hour time and they will default to am or pm. 

The created shift will appear as below:

Until required toggle: 

You can also add in a shift with no end time by selecting the toggle on for until required. Best practice is to add in an approximate end time.

Note: When using the until required, the system will automatically assume a shift of 4 hours (this cant be changed) this will appear in approve shifts but on the roster it will simply say 9a+

As this can be confusing, you can enter in an approximate end time as well as selecting the until required toggle. (The employee will only see until required on their side).

The admin would see this on the roster:

The employee would see 'until required' end time on the roster:

When adding a shift you can also add in optional shift comments, allowances, tags & qualifications.

When you're in the roster, you're also able to add bulk shifts (add multiple shifts at the same time).

To add bulk shifts:

  1. In the quick menu select Work > Rosters (or via Work> Create shifts in the Operations portal) and select your desired roster.
  2. Click the + symbol (any day) on the required roster, then click Bulk Shift in the top right corner as shown below
  3. Select the bulk shift details including: The individual desired days (or you can also select week days or weekends instead of clicking individual on the days). The start time of the shift.End time of the shift or until required (if end time is flexible).Break time.Roster (will default to the current roster that you're on, or you can select a different roster)
  4. If have any specific requirements you can add these in here:
    • The position 
    • Count (how many people in that position are required)
    • If any allowances apply to the position (optional)
    • Any comments (including if you would like the employee to be able to see these comments).
    • Tag groups are typically used for reporting (select any tags that may be relevant)
    • Click Add requirement.
    • And then Create.
  5. The shifts will then display in red on the roster because people have yet to be assigned to those positions.
    • Click the add person icon under name and select your desired person to fill the position. 
    • You can also search by employees who have the desired position, e.g. 'chef' in the example below


  • You can then click and drag the red shifts to the employee and they will turn white.

Note: Each 'bulk shift' will have the same start/end time. You are able to change the shift times by utilising the edit function if required. 

 

Use the hover shortcut to view or add in these shift details.

Hover your cursor over the newly created shift and you'll see a short cut to any comments, allowances or warning details (where applicable).

Sort your roster and adjust your roster view

When building the roster the default view is shift view with employees being sorted alphabetically. You can also click on sort by a-z to also show employee reverse alphabetically.

You can also choose to sort your roster by position. This will display positions on the far left column and employee names and shifts under each day.

You can also adjust your roster view to a day view.

This view is useful for:

  • Seeing employee coverage over busy parts of the day.
  • Adjusting employee start and end times for employees in bulk(or adjusting start and end times quickly).

Or you can adjust your roster view to week view

Edit your roster

You can move shifts by dragging and dropping them, or you can copy and paste shifts and edit an existing shift. Or you can delete shifts if needed.

To edit a shift:

  1. Click on the shift and click the Edit icon.
  2. Make your adjustments and click Save.

Copy and paste shifts:

  1. To copy shifts in the roster: Click on the shift you want to copy. Additional icons will appear, click the green copy icon.
  2. Hover the mouse over the days the shift is being copied to and click to  paste shifts.
  3. Click Save once you have selected to all required days to paste the shift/s.

 

Delete shifts:

You can delete an individual shift by clicking on the shift and selecting the delete bin icon.

To delete multiple shifts, hold down shift and select the shifts you'd like to delete, then in the bottom left hand pop up select delete shifts.

Add Roster, Day or Shift comments

There are three different kinds of Roster notes:

  • Roster Note- one note for the entire roster.
  • Roster Day Note- is a note for the entire day on the roster.
  • Shift Comments- is a note for a specific person on a specific shift on the roster.

Roster Notes can be added per roster which will display in your employee rosters and appear on the printed roster.

This is great for a reminder which you'd like everyone on this roster to see when they view their roster receive each week.

To add a roster note:

  1. Click on the comment icon next to the roster name.
  2. Add in the roster note and choose if you would like employees to be able to see the Roster notes by selecting the on for visible to the employee toggle.
  3. Select update note. You'll now see the roster displayed at the bottom of the roster (if you have visibility on).

Roster Day Notes can be added per roster which will display in your employee rosters on the selected day and appear on the printed roster.

This is great for team announcements e.g. today we have a large group coming through- we will be busy. 

To add Day comments:

  1. Navigate to Work > Rosters.
  2. Find your roster and click View Roster.
  3. Click the speech bubble icon on the Day of the specific roster. Use the toggle to switch on, if you would like the note to be visible to employees. If visible employees will see the note on:
    • - The printed roster
    • - The Employee Portal 
    • - Any roster notifications e.g. SMS/Email
  4. Type in your comment and click Add Comment.
  5. The comment icon will now turn orange and be added to the bottom of the roster with the date.
  6. It will also now display when printed and in the employee's portal.
  7. To print, click Tools, Print Roster.

Please note: If you Copy a Roster to another week you have the option to copy the shifts comments and roster day notes as well onto your next roster. The roster note will also automatically copy as well and you will need to edit/delete it if the note does not apply.

Shift comments to a specifc employee on a specific shift can be added per roster which will display in your employee rosters on the selected day and shift.

This is great for team announcements e.g. today we have a large group coming through- we will be busy. 

You have the ability to add a comment to an employee's shift with the option to make it visible to them if they are notified of shifts via SMS.

To add a shift comment:

      1. Navigate to Work > Rosters.
      2. Click View Roster for the relevant roster.
      3. Add a new shift, or edit an existing shift
      4. Click on Comments and and then add in your comment. If you wish for the employee to see the comment check the  'visible to employee' box.
      5. Click Add Comment and Save
      6. When you publish the roster, and choose to Publish & notify, the employee will see the comments in their SMS message/ on their employee app.
      7. Please note when copying shifts, a box will appear asking if you would like to copy the shift comments across as well.

By pressing the comment icon on any shift, you will be taken straight to the comment section of the shift so you can add, edit or delete comments quickly. (see below)

An employee will easily be able to see comments against their shifts if you have chosen to have the 'visible to employee' toggle on. (see below)

When copying shifts, select whether or not you would like to also copy the shift comments.

 

Copy roster to next week (or a specific week)

Before copying your roster, its a good idea to double check the week you are copying to, so that you don't accidentally copy a roster over existing shifts. If you do this, the existing shifts wont disappear but you may need to make further changes to your roster.

  1. To copy your roster, select the Tools> Copy roster.
  2. Select if you'd like to copy your roster to next week or  you can choose a specific week in the future.
  3. You can also choose to copy across:
    • - The budget
    • - Shift comments
    • - Day notes
  4. Once you have chosen your selection, select Copy.

Please note: If you Copy a Roster to another week you have the option to copy the shifts comments and roster day notes as well onto your next roster. The roster note will also automatically copy as well and you will need to edit/delete it if the note does not apply.

You're now ready to review any errors and warnings, before publishing and notifying your employees of their shifts

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