Most users will use one of the below methods to build rosters. You can combine multiple methods.
For example: you can use 'Fill from regular hours of work' to apply shifts for your permanent employees, then use a template for your casual shifts.
Method | Useful when... |
Rosters are based on a prior roster. | |
2. Roster Templates | You have predictable staffing requirements but some or all of the employees that work the shifts change each roster. |
You have employees working a rotating roster, e.g. 4 days on 4 days off. | |
Rostering permanent employees work the same hours each week. |
Copying a Roster
To copy a roster:
Select Copy Shifts under the Quick Build dropdown at the top of the roster.
Specify the day/s to copy from and the day/s copying to
Optionally, choose from the following regarding the copied shifts:Make all shifts vacant
Make shifts vacant if they'd have a blocking validation error
Build shifts from regular hours of work where available
Assign a valid employee to vacant shifts
Confirm by clicking Paste Item(s)
Creating a Roster Template
To create a roster template, you can start from scratch or use an existing Roster.
Open to any Roster.
Select Quick Build > Apply Templates from the top bar
Click + New Template
To start from scratch, select Create a Blank Template, or to create a template from an existing roster, select Create Template from Currently Visible Shifts.
Specify the template name, included locations, start date, and length. This can be edited later if desired.
Once you click Create Template, you can start configuring the shifts within that template:
After building your first template, you can edit the template any time by selecting Edit Template:
Editing a template works the same way as building a roster. When editing templates, you will see an orange bar at the top of the roster to let you know you are editing a template.
Applying Roster Templates
To apply this template to your roster, select the template you wish to apply and click the "Apply Template" button. This will open the next screen, allowing you to pick the day that the template should start applying from. The template will stop applying after the specified length is met.
After choosing when to apply the template, untick any teams that you want to exclude, and review the changes the template will make. If there are shifts that already exist in the selected period, you can choose to delete or keep them. Once everything looks correct, click Apply Template and wait for the shifts to apply to the roster.
Deleting a Roster Template
You can delete a roster template by going to Roster Templating settings and clicking the "Delete Template" option.
Open to any Roster.
Select Quick Build > Apply Templates from the top menu
Click on the template you'd like to delete
Select "Delete Template":
5. Accept the warning that this request will permanently delete your template.
If you're not able to see some of these options, you will either have to change your permissions, or be allocated the manager role of the team you'd like to apply templates for.
Creating Shift Patterns
Shift patterns can be useful for cyclical rosters that do not line up with a typical week/month (e.g., 4 days on/4 days off).
To create a shift pattern:
Select Edit Patterns under Tools in the roster sidebar.
Click '+ Add New Pattern'.
Specify pattern details, including name, anchor date (the date the pattern comes into effect), and length.
To add an employee to a pattern:
Open the relevant pattern.
Click '+ Add User'.
Select a user.
Specify details of the employee's roster pattern, including shift details, start date, end date, and days offset.
'Days Offset' represents the day of the pattern the employee is starting on. For example, an employee starting on the second week of a two-week cycle would have a day offset of 8.
Confirm Save and Close.
Repeat for all employees needing to be rostered on this pattern.
To apply a shift pattern:
Select Quick Build > Apply Roster Patterns from the top menu.
Select the Roster Pattern you would like to apply
Click Build Shifts!
Roster Regular Hours of Work
To set Regular Hours of Work:
Go to Workforce > Staff
Click on a staff profile
Click Edit These Conditions or Add New Conditions and choose when the change should apply from
Under the Regular Hours of Work section, input the agreed hours of work, breaks, teams, RDOs, Sleepovers and On Call shifts
To apply Regular Hours to a Roster:
Open the Quick Build dropdown from the top menu
Click 'Build shifts from regular hours'
Automatic Breaks
Enable automatic breaks:
Navigate to Settings > All Settings
Select Shift Breaks
Tick 'Enable break rules'.
Specify who the breaks will apply to, and whether or not the break is paid.
Multiple rules can be created for different employee types by selecting + New and adding the relevant rules
Learn more about Automatic breaks here.
Manual Breaks:
To configure manual breaks:
Click on the break icon (teacup) located on the relevant shift card.
Select + Add Break OR click the ⋮ icon on the shift card followed by Edit Breaks.
Enter the break start and end times
Break details will be communicated to staff when publishing the roster.
FAQs and Troubleshooting
How much does an SMS cost?
SMS charges are 3.5 cents AUD per message, which is the amount charged by our supplier. These costs can be avoided by encouraging everyone to download the app.
What if an employee doesn't have the mobile app installed?
If 'mobile app' is the only method of delivery selected and the employee does not have the app, the roster will be sent as an email instead.