Customising your Roster with display settings and filters
You can customise the information that is displayed on your rosters. These customisations are unique to each administrator and will also be reflected in the printed version of your roster.
Below are the ways you can customise your roster display:
- Display options - Display preferences are unique to each admin, so tailor them to your workflow! Many of the customisations will also help to make your rostering easier.
- Sorting options - You can sort your roster alphabetically by employee or position. These are also specific to each admin user.
- Using filters - Filters are a great way to get exactly what you want on screen, including working with multiple rosters or specific employees.
- Printing and exporting rosters - Rosters can be printed or exported easily, letting you use or share them outside of foundU.
In this article, we will cover:
- Customising your roster display
- The different sorting options available
- How to use filters to refine your roster view
- Printing and downloading your roster
If you would like to learn how to build a roster, please refer to our Roster Building & Publishing guide and our Build rosters webinar.
Personalising your roster display allows you to select the information shown on your roster to better cater to your specific workflow needs.
Display settings are unique to each admin user. Once you apply your display settings, your selections will be remembered and saved.
Hot tip: Depending on the options you choose to display on your roster, these may also be present on your printed rosters.
To change the roster display:
- Navigate to Work > Rosters.
- Find the roster and select View Roster.
- Select the Display settings icon. This will open the Display Settings modal.
- Select the toggles to enable/disable each display option. Blue is on, grey is off.
- Select Save to initiate your preferences.
Display Settings
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Font Size - Select the font size for all items on your roster.
Roster:
- Weekly and day notes - Weekly & day note visibility. You can read more about notes here.
- Leave and unavailability - This will show employee unavailability & approved leave on the roster.
- Pin empty rows to the top - Allow employees without shifts to stay at the top of the roster.
- Pay period duration - Will display the total hours rostered per pay period under the employee's name on the right.
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Show external shifts - This will display any other shifts the employee has across other rosters and operations.
Employees:
- Preferred name - Displays the employee's preferred name if they have provided one.
- Employment type - Displays the employee's Employment Type as set on their profile (i.e., Full-Time, Part-Time, Casual).
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Min/max hours - This shows the minimum and maximum hours per week for each employee under their name (as set on their profiles).
Shift Card:
- Position/ employee name - When the roster is sorted by employee name, the position title will be hidden on the shift. When the roster is sorted by position title, the employee's name will be hidden on the shift.
- Shift notes - Visibility of notes added to shifts. You can read more about notes here.
- 24-hour time - This will display the shift times in 24-hour format. (e.g. 1:30 pm = 13:30).
- Breaks - This will show break time and duration if entered when creating the shift.
- Shift total hours - Displays the duration of the shift (subtracts the break time).
- Shift end time - Disable to display the shift start time only.
- Pin overview and buttons - Enabling this will pin all your roster buttons to the top of the screen, preventing them from disappearing as you scroll down to the rosters below.
- Cost codes/purchase order - Displays cost codes assigned on the shift. If your platform is set up to use invoicing, you will see Purchase order instead of Cost code here.
The settings below, Display Settings, are settings we recommend you enable in your platform to assist with rostering:
Pin overview and buttons
This option determines whether the information at the top of your roster remains visible as you scroll through large rosters.
- With this enabled, the highlighted information will always remain as you scroll down.
- With this option disabled, as you scroll down in a large roster, the overview & buttons will disappear, leaving you with more room on the screen to manage your roster.
When in Shift view, you have the ability to sort your roster alphabetically either by:
- Employee Name - Employees are listed first by those without shifts, then alphabetically on the roster.
- Employee Position - Positions/ Position Groups are listed first by those without shifts, then alphabetically on the roster.
To change the view of how your roster displays, select 'Sort by Name' from your roster page. Your sorting selection will also be reflected in the printed version.
Below are the different ways you can sort your roster and how they appear in a print view:
- Sort by Employee name view:
- Sort by Employee position view:
Day View
You can also change your view from Shift view to Day view. Now you can see all your employees working on a particular day, including when their hours overlap.
When using sort in 'day' view, in addition to sorting the employee names alphabetically and by position, you can also sort by start time.
Week View
When viewing your roster, you can change it from Shift view to Week view, where you will be able to see all the shifts across multiple rosters under your Operation on one page.
When using 'sort' in 'week' view, you have the options to sort your roster by:
- Roster
- Name
- Staff Week
- Position
- Duration
- Start Time
- End Time
All admins can filter their rosters. This allows you to customise exactly what you see and work with.
For example, you can use the filters to see multiple operations, rosters, specific employees, positions, or shift statuses.
Filters can be very useful if you are trying to:
- Publish rosters for just a certain person- filter by the employee and then publish.
- Offer shifts to a filtered position type or group of employees.
- Print the roster of only a certain filtered group of employees.
The filter can be used to:
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Use the 'All operations' toggle to see multiple Operations or Rosters in one view
- E.g. Caffeine Express Milton and Caffeine Express Albion or,
- E.g. Gum Café views the Front of House and Bar roster simultaneously.
-
See a specific person on the roster
- This would also allow you to publish the shifts just for that employee in the filtered view.
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Filter to see a specific position, position group or shift status
- E.g. view the position of all waiters or view all draft shifts. These examples are handy if you have a large roster.
You may wish to print or download your roster for a hard copy. Some use cases for doing this are:
- Day sheets for managers.
- To provide further visibility of other assigned shifts to employees.
- For sign-off by a higher admin user or manager before publishing.
If you rely on a printed or downloaded roster, please keep in mind that it may need to be reprinted regularly to reflect changes made in the system. Additionally, be aware of the items that will affect a printed roster, which we cover in the section below.
What will my printed roster display?
You may wonder what will appear on your roster when you decide to print or download it. When choosing to print, the roster will reflect:
- Any filters that you have applied to the roster
- Any display features enabled in the settings
- Your chosen view - whether it be shift, day, or week view
Please note: If you have any weekly, day, or shift notes set to 'admin-only', the system will not display them on your printed roster for privacy reasons. If you would like notes to print, please change their visibility.
To print or download your roster:
- Select Tools > Print Roster.
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Instead of printing, you can also save as a PDF from the print page by selecting the Destination option and choosing PDF.
- To print, select your printer from the Destination, adjust your settings as required and select Print.
Remember that the printed roster will use all of your display settings, too. Customise the display settings & filter to your needs so the roster prints in a way that makes sense for your business.
Hot tip: You can customise the page margins & other settings to help the roster fit better on the page.