Overview
The most important part of your account and business: your staff! If you are still setting your account up, we suggest you prepare a CSV file (you can make these in Excel), and do a bulk upload. Instructions for the format of this file can be found when you click the Bulk create button in the right hand menu. If you are confused about the format of the file, upload what you have; the Just Rosters support team will receive a copy and make sure that all of your staff are included in your account.
Once you have added your staff, you need to click on each one and set the roles that they are able to perform. Setting the star rating next to each role will help the system to recommend the best staff when you are looking for fill-ins. Your staffs do not see the star ratings which you set.
If you are still setting your account up, this is the final step before you are ready to build your first roster, congratulations! Download the single page introduction PDF found in the left menu under Download introduction and hand it out to each of your staff. This will help them to understand what they can do with Just Rosters!
Creating a new staff
To create a new staff, click the Create New button on the right hand side of the staff table. The create form has been split into three sections as detailed below:
General
The general section holds the core staff information. A unique ‘name’ (different from any others that are being used), and at least one notification preference are critical for getting the most out of the system.
| Field name | Description |
|---|---|
| Name | The name of your staff will be used in your roster building tables and drop down list. Try to keep it as short as possible; ideally their first name and last initial. Each staff name must be unique. |
| Mobile | Your staff’s mobile phone number. This should be a 10-digit Australian number starting with 04. It should not contain anything other than digits. |
|
Used if you want the system to send notifications to your staff’s mobile phone via SMS. We recommend using the mobile as a contact preference as staff are likely to carry their phone around with them all of the time. Note: SMS messages do cost money to send. Please go to your Billing page for more information on remaining credits and SMS credit costs. Always get prior permission before using your staff’s mobile as a notification destination. |
| Your staff’s email address. This should be a single string of text containing an @ symbol. | |
|
Used if you want the system to send notifications to your staff’s email account. While email is a great notification method it does rely on your staff logging onto a computer. Light email users might miss important notifications such as last minute shift changes. Always get prior permission before using your staff’s email as a notification destination. |
| Base rate | This refers to the normal amount of money (per hour) you pay this staff. Through the Pay Rates page you are able to increase this by a certain % on particular days / times of the week. The base rate will be used while calculating costs as you build your rosters. |
| Rate card | Select the rate card template you wish to use for the staff’s base rate pay loading. You can adjust the loading settings on the Pay Rates page, found under the settings menu. |
| Notes | You can use the notes field, to hold extra information on your staff. For example you might hold a list of their qualifications, additional contact methods, general marks on their work quality, and so on. Your staff will not see the notes you have written on them, or other staff. |
Permissions and settings
The permission and setting section, allows fine grained control of what each staff can do in the system. We recommend leaving it set to default, which will use the Company settings you have already setup. You can set individual permissions by clicking Custom settings. Any settings you change will not be updated if you go in and change your Company wide settings at a later date.
Please look at the Company Settings help page for a detailed breakdown of each individual permissions.
Roles
The roles section is used to specify what roles your staff can perform for your company. Use the star ratings to help the system to understand the staffs’ proficiency at each 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 your staff shares similar skills to another staff, who is already setup in the system, select their name in the Copy from dropdown.
Bulk creating new staff
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 ‘name’, ‘mobile’, ‘email’, ‘base rate’ and notes; in that exact order. There should be no other columns.
- Add your staff details into the spreadsheet. Make sure all staff names are unique, all mobile numbers are 10-digits long starting with 04, your email addresses contain an @ symbol and your base rates does not contain any currency symbols.
- 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 staff
To edit a staff, click on the staff row and select Edit staff from the popup menu. Changes to the base rate will not update previously published rosters for historical reporting purposes.
Deleting a staff
To delete a staff, click on the staff row and select Delete staff from the popup menu. Deleted staff who have been featured on previously published rosters will always show for historical reporting purposes.