Company Settings

Overview

The main purpose of the Company Settings page is to explain and define what your staff can and can’t do in their Just Rosters account. Each of these settings can be over-written on a ‘per staff’ basis.  It is important however, to consider each of the defaults; this will minimise the need and the time used, personalising at a ‘per-staff’ level, at a later stage. Once you have reviewed your preferences, click the ‘Save Changes’ button which will float down the page with you.

Terminology panel

The Terminology panel, features frequently used words in your account, which you can change to match the terminology you are already using. For example, you might refer to what we call ‘staff’ as ‘employees’. If this is the case, type your change into the input box.  Once this has been saved, all words in your account which used to say ‘staff’, will now say ‘employee’. The same applies for changes to what we refer to as ‘areas’ and ‘roles’.

Permissions panel

The Permissions panel covers what your staff can, and cannot do, when they login to their Just Rosters account.

Setting	Explanation	Input
Full roster viewing	If your staff can view the entire version of the rosters, which they are featured on, after they have been published. This includes the names and roles of the people they will be working with, but does not include hour totals or cost information.	Yes / No
Submit time-off requests	Here staff are able to indicate their availability / make time-off requests.  Using the time-off feature will help you to avoid accidently rostering your staff on at a time when they cannot work. Potential clashes are automatically highlighted as you build your rosters.	Yes / No
(if yes) Require manager approval	This feature is used for time-off requests from your staff.  If they require your approval before they are reflected on future rosters (marked yes, and recommended), you will be notified when a new request has been made, and then you have the option to accept or reject it.	Yes / No
(if yes) Minimum days notice	This refers to the minimum amount of days between the date a staff makes a time-off request, and the first day it will take effect. We recommend setting this (at least) a day or two more than you plan on publishing rosters in advance.	Numerical, days.
Start discussions	Used if your staff can create new discussion topics for view, and for comment by other staff and managers.	Yes / No
(if yes) Require manager approval	Used if the discussion topics that your staff create, need to be approved by you, before they show in the discussion area of your other staff’s accounts.	Yes / No

Last Minute Changes panel

The Last Minute Changes panel deals with how your staff should go about shift changes on published rosters. A published roster is a roster you have finished working on and have ‘pinned on the wall’.

Setting	Explanation	Input
Shift swaps	Used if staff are allowed to organise and swap shifts with other staff (who are qualified to perform the role and not already working). When the request has been made (and depending on the below setting), the other staff will be contacted to confirm the swap of shifts.  24 hours will be given to receive a response.  If it is positive, each staff will be sent a confirmation of their new shift.	Yes / No
(if yes) Require manager approval	Does the request to swap shifts require your approval before the other person is contacted to confirm that they want to swap shifts?	Yes / No
Shift covers	If staff can give their shifts to other staff they have organised it with (who are qualified to perform the role and not already working). When the request has been made (and depending on the below setting), the other staff will be contacted to confirm the new shift/s.  24 hours will be given to receive a response.  If it is positive, each staff will be sent a confirmation of the shift reassignment.	Yes / No
-   (if yes) Require manager approval	Before the other person is contacted to confirm they want to cover the shift, does the request require your approval?	Yes / No
Shift drops	Used if staff can drop shifts without a replacement being organised. You will be notified and the system will help you to find and contact someone else to pick- up the shift. The staff you contact will have 24 hours to indicate their willingness to pick-up the shift. If positive, you will be notified for approval. Each staff will then be sent a confirmation of the shift reassignment.	Yes / No
Shift pickups	Used if staff can indicate that they are happy to pickup shifts on published rosters which have no staff assigned; even if you don’t contact them about it. Once they have indicated that they are willing to pick-up a shift, you will be notified for approval. The staff you assign the shift to, will be notified of their new shift.	Yes / No

Staff Notifications panel

The Staff Notifications panel deals with how and when the system should get in contact with your staff.

Setting	Explanation	Input
Roster summaries	Should the system send each of your staff a summary of their shifts when you publish a new roster? The summary will be sent in accordance with the notification methods you have specified in the staff profile.	Yes / No
(if yes) Include the name of the role	Should the summary include the name of the role they will be performing each shift? Warning: If your staff contact method is SMS and your role names are long this might make the roster summaries take over 1 credit each to send.	Yes / No
(if yes) Need to confirm shifts	Do you require your staff to confirm acknowledgment of their shifts via a return SMS/Email? They are given 24hours to respond before you are alerted.	Yes / No
Shift reminders	Used if the system should send staff a shift reminder 24 hours before their shift starts.	Yes / No

Overtime / Undertime Alerts panel

The Overtime / Undertime Alerts panel holds settings to help you avoid over working your staff. The limits you set are checked as you build your rosters. Shifts which push the limits will be highlighted yellow. To completely disable this alert, enter 0 in its field.

Setting	Explanation	Input
Maximum hours per roster	The maximum (in hours) any one staff should work within a roster period. If your staff is featured on multiple rosters, all shifts will be considered but the errors will be displayed based on the date range of the roster you are working at the time.	Numerical
Maximum consecutive days	The maximum days in a row, a staff should be rostered on. Shifts from the end of the previous roster period will be considered, but a shift starting on one day and finishing on the next will only register as a shift on the first day.	Numerical
Minimum between shifts	The minimum time (in hours), between the end time of a staff shift end time, and start time of their next shift. If your staff is featured on multiple rosters, all shifts will be considered.	Numerical

Time & Attendance panel

The Time & Attendance panel deals with how you want the system to handle the recording of timesheet data.

Setting	Explanation	Input
Clock in / Clock out	If you are planning to using the clock in / out page, which you can leave open on any computer or tablet.	Yes / No
(if yes) Remote Access	If your staff can clock in / out remotely via their smart phone	Yes / No
(if yes) Auto-rounding	Auto-rounding rounds clock ins up and clock outs down to the nearest time increment.	Dropdown
(if yes) Late reminders	Automatically contact the staff if they have not clocked in before their shift starts.	Yes / No
Staff Managed	If staff can enter and edit their timesheets after the shifts have been complete (but before manager approval).	Yes / No
Manager Approval	If all clock in / out combinations need to be approved by a manager.	Yes / No