Configure roster alerts in Clock-in Settings

Follow this guide to set up roster alerts that help identify shift errors or warnings in Roster Manager. Alerts are created in Clock-in Settings and used to validate rostering against compliance rules, such as availability, qualifications, visa expiry, and shift conflicts.

These alerts trigger warnings and errors on shifts in Roster Manager. See Resolve shift alerts in Roster Manager.

Steps

1. Go to Admin > System Config > Clock in Settings.
2. Locate the relevant Clock In Setting linked to your employee profiles and click Edit.
3. Select the Alerts tab.
4. Click + Add new record (or Edit to update an existing one).
5. Enter a Name for the alert (e.g. “Minimum Shift Gap”).
6. Tick Active to enable the alert.
7. Set the Alert Type to Roster.
8. Select a Warning Type from the list (see below).
9. Complete any additional fields that appear based on the selected warning type (e.g. thresholds, departments, roles).
10. Click Update to save the alert.
11. Click Save to apply the alert configuration to the Clock In Setting.

Repeat these steps for any additional alerts or Clock In Settings groups as required.

Available Warning Types

The following alerts can be configured and are currently supported in Roster Manager:

• Shift Conflict – Detects overlapping shifts
• Availability and Leave – Alerts if employee is on leave or unavailable
• Employee's Location/Department/Role – Flags non-default shift allocations
• Employee's Role Qualification – Flags missing required qualifications
• Employee's Grade – Triggers when grade criteria aren't met
• Employee's Age – Enforces minimum age requirements
• Hours Required – Warns of insufficient hours per day, shift, or period
• Minimum Shift Gap – Alerts if gap between shifts is too short
• Employee's Visa Expiry – Notifies of expired or soon-to-expire visas
• Break Schedule Compliance – Flags shifts breaching break rules
• Roster Maximum/Minimum Period Hours – Checks for over/under scheduled hours
• Roster Multi Start Times – Detects near-overlapping shifts across locations
• Minimum Location / Department Shift gap – Warns when an employee is rostered in another location or department within X hours
• Employee's Location/Department Mandatory Qualification – Validates mandatory qualifications
• Employee Shift Definition Qualification – Flags missing qualifications tied to shift type
• Employee Working Hours – Flags shifts outside defined working hours
• Employee Working Days – Flags shifts on unauthorised days (e.g. holidays)
• Break Check – Validates required break patterns
• Employee Role Restriction – Enforces role-based rostering constraints

Not yet supported in Roster Manager:

• RDO Required
• Employee Gender

Additional Information

• Required permissions: Access level must include Maintenance Screens > Clock In Settings.
• If you’re configuring qualification-based alerts, you must first ensure that qualifications are assigned to the relevant roles, or location/departments in your organisation. This determines which qualifications are treated as warnings or mandatory requirements during rostering. For full setup steps, see: Configure qualification rules for Roster Alerts
• Custom Messages are not displayed in Roster Manager. This ensures alerts include detailed shift context directly in the interface.
• Only Active alerts will trigger visual warnings or errors on shifts.
• Alert logic is applied based on each employee’s Clock In Setting (configured in their employment profile).
• Alerts appear as coloured shift tiles and are listed in the Alerts panel for quick action.
• To identify which Clock In Setting applies to an employee group, go to Management > Employee > Employee Management and view their Employment Profile.