Overview
Areas and roles should be added to your account to make building rosters more manageable and intelligent. For example, if one of your chefs should call in sick, with correctly setup areas and roles, the system will be able to suggest other staff in your company who are qualified to do the work, and are not already working or on holiday.
Here is a practical example of how a restaurant might split up their areas and roles. This should help you to work out how you will set yours up: There are two areas, ‘Dining’ and Bar’. Within ‘dining’ they have the roles of ‘chef’, ‘dish washer’ and ‘waiter’. Within ‘bar’ they have the ‘glassy’ and ‘tender’. Each of the staff is assigned to one or more of the roles based on their abilities.
If you are still in the process of setting your account up, there will be no staff to select on the staff section of the create form. This is fine; you can easily map your staff to the roles they are able to perform, when you have added them in the next step of getting your account setup.
Creating a new role
To create a new role, click the Create New button on the right hand side of the area / role table. Here is a description of the fields:
| Field name | Description |
|---|---|
| Name | The name of the role you create will be used in staff view of your roster, and on other pages. Try to keep it as short as possible; ideally one or two words. |
| Area | Select the area of your business in which this role is found. If it in an area not listed, select ‘Create a new area’ from the bottom of the drop-down list. |
| Area name | Enter a new area name, which accurately describes the group of roles it will contain. Try to keep it as short as possible; ideally one or two words. |
| Staff | Select the staff that are able to perform this role. Use the star ratings to help the system to understand the staffs proficiency at the role. Staff with a higher star rating, will be listed closer to the top of drop down lists, when you are adding shifts to your roster. If there are no staff presently in this list, you can skip this step until they have been added. |
Once you have complete the above fields, click the Save button.
Bulk creating new roles
To save time, we have built a bulk upload from CSV function. To prepare and upload a correctly formatted file, follow the steps below (note you will need Microsoft Excel):
- Open Microsoft Excel, and add a column heading for ‘area’ and ‘role’. It does not matter what you call these headings but there should be no other columns.
- Add your areas and roles into the spreadsheet. Make sure roles that fall under the same area have exactly the same area name in the area column. If you are adding new roles to existing areas in the system, make sure the area name matches exactly.
- Once you have made the spreadsheet, save it as a CSV (comma delimited) format. Microsoft excel might show warning about ‘features which are not compatible with CSV’, just ignore and click Yes.
- Click the Bulk create button, select the CSV file, and click upload.
If there is a problem with the upload don’t worry. The file will have been emailed to the support team and we will work on inserting the data for you.
Editing a role
To edit a role, click on the role row and select Edit role from the popup menu. The new role name will be reflected on previous rosters featuring the role so unless it is very similar in function we recommend creating a new role and deleted the old one.
Deleting a role
To delete a role, click on the role row and select Delete role from the popup menu. Once all the roles in an area have been removed, the area will no longer show in the drop-down list on the create form. Deleted areas and roles which have been featured on previously published rosters will always show for historical reporting purposes.