Using Roster Manager

Overview

Roster Manager enables you to create and manage your rostering needs in a single place.  Enjoy built-in warnings and errors that allow to easily identify areas to review, different views to display the shifts, and many Filters and Group By options so you can view your roster in a way that works for you.

 

Points to note:

With the current release of Roster Manager there are some capabilities that are not yet available.  We are continuing the development of these capabilities listed below with the intention to release them over the coming months.  

• Roster warnings - view this help page for specific details of each alert
• Roll forward rosters
• The ability to move a shift from unassigned to an employee by dragging.  You can assign directly to an employee, see Assigning and Offering shifts
• Leave replacement workflow (re-assign)

 

Contents

• Enabling Roster Manager
  • Navigation Manager
  • Access Level Permissions
• Views
• Shift cell configuration
• Date Picker
• Filters
• Grouping
• Role colours
• Leave and availability
• Add a Shift and Shift Actions
  • Add a Single Shift
  • Add Multiple Shifts
  • Single shift actions
  • Selected and All Shift actions
  • Assigning and Offering shifts
• Shift confirmation
• Templates

Enabling Roster Manager

For someone to access Roster Manager:

1. Roster Manager must be ticked in the Nav Manager, and 
2. Their Access Level must have the Show Roster Manager permission ticked.

Enable Roster Manager in Nav Manager

To enable Roster Manager in Nav Manager:

• Go to Admin > Nav Manager
• Scroll to the Management section and make sure Roster Manager is ticked in the ESS column.
• After altering the selection, scroll to the very bottom of the page and click Save.

Once enabled, Roster Manager can be found under Management > Rostering > Roster Manager.

Enable Roster Manager in Access Level Permissions

For someone to access Roster Manager, their Access Level must have Show Roster Manager permission enabled. To do this:

• Go to Admin > Security Config > Access Levels
• For the relevant Access Level row, click Edit
• Click on the Permissions tab
• Search for Show Roster Manager
• Ensure the item Show Roster Manager is ticked
• After altering the selection, click Apply Changes.

Once Roster Manager has been enabled and access level granted, you can access it by going to Management > Rostering > Roster Manager

All other permissions for Roster Manager are the same as the Employee Roster permissions

Views

We have three different options for you to view your shifts within the roster.

• Shift view
• People view
• Role view

Click on the tab you would like to view.  You can change tabs at any time.

Shift View

This is a summary of all the shifts within your roster that you have access to.  Here you can see by day, a total count of shifts for each role.

People View

All your employees are displayed vertically down the left hand side of the grid with shifts that have been assigned to the employee displayed on the same row 

The row above the first employee is where you can see unassigned shifts.  They are all grouped together in an expand/collapse section.

This is similar in layout to the Employee roster.

Role View

All of your roles are displayed vertically down the left hand side of the grid with shifts that have been assigned to the role displayed on the same row. 

This is similar to the Department roster but you have all of your Locations and Departments.  You may like to use filters and grouping to narrow down to a specific subset of roles.

You can achieve similar layout to Department rostering capabilities by using filters to select your Location and Departments.  For multiple location and departments you may like to use group by Location and Department.

 

Shift cell configuration

Customise the shift information displayed in the grid to suit your needs.  The settings you configure will apply for both People and Role view.  You can also set First Name Last Name or Roster Name to determine how to display your employees name within the roster. 

There is a separate settings option that applies to Shift view for information displayed within the Role summary window.

 

1. Click on the Shift details settings button . Scroll through the drop-down list to see all the fields that may be displayed on the shift tiles.
2. Using the toggle switch, turn on or off the visibility of that field
3. Order these fields by clicking on = icon and dragging up or down the list.  Fields will be displayed in the shift tile based on the order you place them within this list

Date Picker

View your roster for any period between 1 and 60 days. For periods of 1, 2 or 4 weeks, click on the required length button and then Apply.  For other lengths of time, use the Custom button and choose your start and end date, then Apply. 

Filters

By clicking the funnel icon, a new section will appear where you have several options to choose from for filtering your roster.

1. Click on the Filter icon
2. You have the following options to choose from:
   • Employee code/names
   • Region
   • Location
   • Department
   • Role
   • Area,
   • Event type
   • Event
   • Function
   • Shift type
   • Shift definition
   • Assignment
   • Status
3. Once you have selected the required options to filter by, click on Apply.

When a filter is active, the number of filters being applied is displayed as a number against that filter section.  To make it clear a filter is active even when the filters section is collapsed, a red dot will appear against the filter funnel icon to indicate active filters. Hovering over the funnel will change the red dot to an 'x' which can be clicked to remove all filters.

Grouping

You can group shifts together in your roster based on different information contained within shifts.  We have several options for you to choose from to meet your needs.

1. Click on the Group by button 

     

     2. Then you can choose from the following options:

• • Location
  • Department
  • Area
  • Event
  • Shift Definition
  • Employment Type
  • Location and Department.

Role colours

Within Shift and People view, shifts within your roster will include a coloured border down the left hand side of the shift tile to indicate the Role that is associated within it.

The colour is based upon what is defined within the Role setup.

Leave and availability

If an employee has requested leave, you will see the leave time and status of the approval within people view

If employees have availability configured, you can see both one off and recurring availability within people view on the row of the employee

Public holidays

Where a public holiday falls on a day within your roster date range, the day header will have a blue background colour and a dark blue top border.

Within People view, for each employee that is entitled to the public holiday, you will also see the dark blue top border and a calendar icon.  If you hover over the icon you will see the name of the public holiday.

Add a Shift and Shift Actions

Add a Single Shift

To add a shift, click on the + icon.  You will then see a shift detail window where you can populate the appropriate information and save.

Add Multiple Shifts

To add multiple unassigned shifts you must be in Shift view.  

1. Click on the + icon, then select Add multiple shifts. 
2. Select a Location
3. Select a Department
4. Click on Apply
5. All roles applicable to the Location and Department are now displayed.  Add the number of shifts required per role within the Shift Count field.  If required, update any of the other shift details for each role
6. Click on Add Shifts

Actions can be applied to a single shift, a selected group of shifts or all shifts.

Single shift actions

By clicking on the three dots in the right hand corner of the shift you would like to update, you will see a list of options.  Depending on your permissions, you may not see all of the options. Options include:

• Edit shift
  You can double click on a shift to open the shift or select Edit from the three dots in the top right hand corner of the shift.  Update any of the fields required and click on Save.
• Unassign or Fill shift
  If the shift you are reviewing is currently assigned, you will see Unassign.  If it is currently unassigned, the option will be Fill Shift.
• Request Confirmation
• Unconfirm or Confirm
  If the shift you are reviewing is currently confirmed, you will see Unconfirm.  If it is currently unconfirmed, the option will be Confirm
• Unpublish or Publish
  If the shift you are reviewing is currently published, you will see Unpublish.  If it is currently unpublished, the option will be Publish
• Delete.

Selected and All shift actions

There is an Actions button located in the top right hand corner of the roster where you can bulk update selected or all shifts at once.  The options available are Confirm, Unconfirm, Unassign, Publish, Unpublish, Read only, Re-set Read only, Recost and Delete.

To select multiple shifts

• On a PC, hold down the CTRL key and use the mouse to select one or more shifts
• On a MAC, hold down the command key and use the mouse to select one or more shifts
• To unselect a shift, whilst holding the CTRL or command key, click on the selected shift.

After clicking Actions and selecting your required action, you can then choose to apply the action to All Shifts or Selected Shifts.

Recost

The Recost action allows you to recost your entire roster.  While shifts and costs are updated as you work, if pay rates or award configurations are updated after shifts have been created, it is recommended you do a Recost so that the most recent pay rates and award configurations are applied.  

Assigning and Offering shifts

You have the option of instructing an employee to work a shift (Assigning), or proposing a shift to them where they can accept or decline to work the shift (Offering).

You can only assign a single employee to a shift, but can offer a shift to multiple employees.

The three dots in the right hand corner of unassigned shifts, includes the option of Fill Shift.

1. Click on Fill Shift
2. You now have the option of using the Assign or Offer functionality by selecting the desired tab
3. Once on the tab you require, you will see a search field and also 7 different filter options to help you find the right employee for the shift.  
   • Note: If you don't see the employee you are looking for, update the filters to show or hide employees
4. Use the check box to the left of the employees name 
5. Click on Assign or Offer 

Shift confirmation

Available from 26th June, 2024 within Version 6.0.29

Shift confirmation is a new feature that can be enabled for you by opting into early access for testing purposes.  To request access, submit a support ticket via Humanforce Help to have the feature enabled in Production for your organisation. 

Shift confirmation allows you to easily send a request to your employees via SMS, Push notification (or both) and have them confirm their acceptance and availability for working the shift.  This can be done for a single shift, multiple shifts, all shifts or all shifts that fall on a public holiday.  

Note: If you have been or are using the Roster Offer feature in the back office, Shift confirmation is the equivalent functionality within Roster manager.

 

Notification method

A request can be sent to your employee via SMS, Push notification or both.  The options displayed for you will be based upon the Offer Delivery method applied within the System Settings. To update or review this setting:

1. In the navigation menu, click on Admin
2. Select Admin Config
3. Select System Settings
4. Click on the Event Manager tab
5. Select your required option under the dropdown for Offer Delivery method

Sending a request for confirmation

In order to send a request, a shift must be Assigned, Published and have a status of Unconfirmed or Confirmation Requested.

For a single shift, the three dots in the right hand corner of the shift, includes the option of Request Confirmation.

For multiple shifts, the Actions button includes the option of Request Confirmation.  After clicking this, you will then get 3 different options to choose from: All Shifts, All Public Holiday Shifts or Selected Shifts

After selecting Request Confirmation, a new window will be displayed where you can select your delivery method and templates.

When sending via SMS: 

1. Select the SMS checkbox
2. Select your SMS Gateway
3. Select your Template
4. After selecting your template the content will display within the Template Content field.  You are able to edit this content prior to sending.  Note: Any edits made within the Template Content field are only used for the sending of this message, it will not update the existing Template.
5. Click Send

When sending via Push Notification: 

1. Select the Push Notifications checkbox
2. Select your Template 
3. After selecting your template the content will display within the Template Content field.  You are able to edit this content prior to sending.  Note: Any edits made within the Template Content field are only used for the sending of this message, it will not update the existing Template.
4. Click Send

After sending your request, the status of the shift/s will be updated to Confirmation Requested

Your employee/s will receive an SMS and/or Push notification where they can Accept or Decline the shift.  Once they have actioned the request, the status of the shift will update based on their response.

 

Templates

Templates allow you to easily create a new roster based upon a template you have previously saved.  You may also want to save your current roster as a template so that you can use it in the future.

Clicking on the Templates button will give you the option to Import Template, Save as Template or Manager Template

Import Template

Importing a template into your roster will "add" all shifts within your template into the roster period you are viewing.  This process will not replace any existing shifts.

• After selecting Import Template, all "Active" templates that you have permission to view will be displayed.  Locate the template you would like to import into your roster, then click on Import.

Save as Template

This option will create a new template from your current roster for you to use in the future.

1. After selecting Save as Template, you will need to add a Name
2. Description is optional.  You may like to use this field to add any additional information about your template that will make it easy to identify it in the future.
3. If you would like this new template to be available for importing, select the Is Active check box.  You can always leave this empty if you are not yet ready for it to be available for use and at a later date simply update to Active (via Template Manager) when you are ready.
4. Once you've updated everything you need, click on Save

Manage Template

When selecting Manage Template, you will be redirect to the Template Manager page.  This is where you can add & edit your existing templates.