The Manage Rosters page is where you will find a searchable list of all of the rosters you have built in your account. Viewing old rosters can be useful when trying to forecast rostering needs for special events or busy periods which you scheduled through previously.
To remove specific rosters from the drop-down lists in other pages of your account (like when you select ‘From previous’ on the new roster form), click the name, then Archive. You can bring up archived rosters at any time using the search function.
Other features of this page include the ability to create or edit a roster; message all staff featured on a roster, or permanently delete a roster from your account.
Creating a roster
To create a new roster, click the Create a new roster link found to the right of the black menu bar. The create form features the following fields:
| Field name | Description |
|---|---|
| From scratch or previous | To save time you may wish to create a roster based on one you have already made in the system. To do this, select ‘Based on a previous roster’. All of the shifts, notes and settings, will be copied across, and warnings re-calculated. |
| Start date | This is the day you want the new roster to start. This should be the day after your last roster finished. If you selected ‘based on a previous roster’ in the previous step, this date will have been filled in automatically. |
| End date | This is the day you want the new roster to end. Generally this is 7 days after it starts, but you may want to create a longer or shorter roster. Ensure that the date is greater than the start date. |
| Name | A short name you have given the roster to help you identify it in drop down lists. This is particularly important if you have multiple rosters (for different areas) running over the same time period. |
| Budget | Your budgeted cost for the roster. If the budget has passed the roster total, found in the top corner of your roster, it will show red. You will also be given a warning when you go to publish your roster. |
| Areas | This refers to the areas the new roster will cover. These areas will show in role view and can be expanded or contracted by clicking the grey plus and minus symbols. If you have a lot of staff you may wish to consider building separate rosters for each area. |
| Work on roster now? | If you want to start working on the roster now. |
Once you have completed the above fields, click the Save button. The new roster will be created and if you had ‘work on roster now’ selected, you will be taken to the roster builder page.
Editing a manager
To edit a roster, click on the roster row and select ‘Edit roster’ from the popup menu. A rosters start and end date cannot be modified as some of the shifts on the roster would be hidden – leading to confusion when the roster is published.
Viewing a roster
To view a roster, click on the roster row and select ‘View roster’ from the popup menu. You will be taken to the roster builder page where you can work on, and edit the roster.
Archiving / un-archiving a roster
To archive a roster, click on the roster row and select ‘Archive / un archive roster’ from the popup menu. Archived rosters will be hidden on the roster page, in the ‘create roster from previous’ drop down, and in your staffs logged in area roster selection dropdown. To view a previously archived roster, use the Advanced search in the right column of the page.
Deleting a manager
To delete a roster, click on the roster row and select ‘Delete roster’ from the popup menu. When a roster is deleted, all the shifts and notes featured on the roster are permanently removed. If a shift or note is featured on multiple rosters (due to two rosters which have overlapping dates and areas), the roster the shift or note was last edited on, will be used to determine if it is removed or not. We do not recommend deleting rosters.