What does this help guide cover?
The Usual Roster is still rolling out to all accounts, so this may not be possible in your account yet.
What is the Usual Roster?
The Usual Roster is a baseline of how many staff each team normally needs on each day of the week. It's built from your recent rosters, and you can also adjust the numbers to suit your needs.
It's used to check team coverage when you approve or review leave requests, so you can see whether a team will be short if you say yes.
It doesn't change any of your real rosters.
Setting it up
You need permission to view roster templates to see the Usual Roster. To build it, you also need permission to create roster templates.
Go to Rosters > Roster Planning.
Under Get Ready to Roster, select the Usual Roster card.
Select Generate usual roster.
It's automatically built from your last 4 weeks of rosters, so make sure you have recent rosters in place first. If you don't have recent rosters to generate it from, you can also create it manually.
You may also see a banner on the Leave page that says "Want to see the impact of approving a request?" if you haven't configured your usual roster yet.
Selecting Build usual roster there will take you to the same page.
Understanding the Usual Roster
The Usual Roster is grouped by location. Each location can be expanded to show a grid of its teams and the days of the week:
Each team should show the average number of rostered staff for each day of the week.
What you see | What it means |
Number in a team cell | The usual number of staff rostered for that team on that day of the week, averaged over the last 4 weeks. |
Number in a location header | The total across all teams at that location for that day. |
Last 4 weeks (side panel) | When you hover over a number, a bar for each of the last 4 weeks shows how many staff were rostered that day. |
Usual times (side panel) | The time windows that team usually works on that day. |
Orange dot on a team cell number | A number you've edited yourself. |
Configuring the Usual Roster
If a number doesn't look right, for example because of a quiet few weeks or a recent change to how you roster, you can manually change it.
Select a number and type in the new value. You can edit a team's number for a day, or a location's total for a day.
If you edit a location total, the change is spread across its teams in proportion to their current share after you save changes.
Ensure you select Save changes in the footer after adjusting anything.
Edited numbers get an orange dot and are kept until you regenerate the Usual Roster.
Important: Edit only one location at a time. Clicking Save Changes will save only that location and refresh the page, meaning unsaved changes in other locations will be lost.
Clicking Regenerate at the top of the page will rebuild every number from your last 4 weeks of rosters. This replaces any edits you've made.
Note: You can only see and edit teams you have permission to roster. To edit a location's total, you need to be able to roster every team at that location.
How it's used when approving leave
When you open a leave request, Tanda compares the Usual Roster against who is rostered and not on leave, and shows whether the team will still be covered if the request is approved.
To see how this works in more detail, see Submitting & Managing Leave Requests.
FAQs
Why can't I see the Usual Roster?
Why can't I see the Usual Roster?
You need permission to view roster templates. Employees without roster permissions can't see it. You also only see the teams you can roster.
Why are the numbers 0 or the grid empty?
Why are the numbers 0 or the grid empty?
The Usual Roster is built from your last 4 weeks of rosters. If there weren't any rosters in that time, there's nothing to work from. Once you've rostered a few weeks, select Regenerate.
Do my edits change my real rosters?
Do my edits change my real rosters?
No. The Usual Roster is only a baseline used only to check coverage. Editing it never changes shifts on your rosters.
Will it update on its own?
Will it update on its own?
No. It stays as it is until you select Regenerate.