Configure and manage Custom Roster Fields

Follow this guide to configure up to three Custom Roster Fields that appear on shift details in Roster Manager. These fields help standardise shift-specific information such as uniform requirements or safety instructions.

Part 1: Enable access to Custom Roster Field configuration

1. Go to Admin > Security Config > Access Levels.
2. Click Edit next to the relevant Access Level.
3. Select the Permissions tab.
4. In the Search bar, type Roster Data.
5. Under Maintenance Screens, enable the following as needed:
   • Roster Data (Admin) – allows access to the main Custom Roster Field Settings page.
     • Tick Allow editing to update field names and status.
   • Roster Data 1, Roster Data 2, Roster Data 3 – allows access to each field’s dropdown options.
     • Expand each and tick Allow editing to update items in that field.
6. Click Apply Changes.

When applied, Admin users will have full access to configure all fields.

Users with limited access to admin function may not be able to complete this task. Contact your system administrator.

Part 2: Configure Custom Roster Fields

1. Go to Admin > System Config > Custom Roster Field Settings.
2. The screen will display up to three available fields:
   • Custom Roster Field 1
   • Custom Roster Field 2
   • Custom Roster Field 3
3. In the Roster Field Name box, enter a meaningful label (e.g. Uniform, Safety Gear, Equipment).
4. Click Save
5. Click the Actions menu next to a field and select:
   • Activate Custom Roster Field to make it available in shift screens.
   • Deactivate Custom Roster Field to remove it from shift view.

Changes are saved automatically. Active fields will display as dropdowns when creating or editing shifts.

Part 3: Add or edit dropdown items

1. On the Custom Roster Field Settings page, click the Actions menu next to the relevant field.
2. Select Edit Custom Roster Items.
3. To add an item:
   • Clicking + Add Item and entering an Item Name (required).
   • Optionally, add an Export Code.
4. To delete an unsaved item:
   • Click the bin icon on new rows.
5. To deactivate an item:
   • Click the X icon next to it. It will move to the Inactive Items section.
6. To reactivate an item:
   • Click Show inactive items.
   • Click the Reactivate icon beside the item.
7. Click Save when finished.

Saved items can be renamed or made inactive. They cannot be deleted.

Part 4: Apply Custom Roster Fields to shifts

1. In Roster Manager, open the Add shift or Edit shift screen.
2. Each active Custom Roster Field will appear as a dropdown (e.g. Uniform).
3. Click the dropdown and select the appropriate item (e.g. White Shirt, Safety Gear).
4. Save the shift.

The selected value will be visible to employees in the Web Employee Rosters and Mobile App Rosters.

Additional information

• You can configure up to three fields only.
• Items can be reused, renamed, deactivated, or reactivated at any time.
• If a field is active but contains no items, the dropdown will be empty on shifts.
• Users with view-only access (e.g. Roster Data 1, 2 or 3 without Allow editing) can still see item entries via the View Custom Roster Items option in the Actions menu.