Rostered shifts - Status, warnings and errors

When drafting and publishing your roster, you'll notice that a few different-coloured icons can appear, flagging any shift warnings or errors.

To understand the basic definition of these:

• Shift Warnings - You have a soft warning regarding this shift. Once reviewed, it can still be published if you are happy to proceed.
• Shift Errors - There is a significant error with this shift. It cannot be published or sent to an employee until it has been rectified.

  Hot tip: Hover over your warnings and errors to see more details about the cause. If there are multiple warnings, they will be listed for you to review.

Warnings and errors will be discussed in detail at the bottom of this section. Before discussing those, it's important to note the two main colours you will see, which highlight the difference between our main shift statuses, Draft and Published shifts.

 

Draft and Published Shifts

Drafted and published shifts on your roster can be distinguished by their two different colours. 

• Draft - Also known as 'unpublished' shifts, these are any shifts that have been assigned or offered but not published or accepted. You can identify these shifts on your roster by their white tile with a black outline.

   

• Published - Also known as 'accepted shifts', these are any shifts that are locked in for your employees and are live and visible to them in their Employee App. You can identify these shifts on your roster by their Green tile.

  

  Hot tip: If you have difficulty seeing colours, you can also check the shift status on your roster by hovering over the shift. This will display the status beneath the shift tile.

Shift Warnings

Shift warnings can arise for various reasons, and ignoring them could trigger a domino effect that ultimately impacts an employee's payroll. However, not all of these warnings are negative; they serve to assist you in making decisions when assigning shifts to employees. 

  Please note: Shift warnings won't prevent you from publishing those shifts on your roster. Please ensure you check your warning before publishing.

Below, we will outline the various coloured warning symbols you might encounter when adding shifts and the common causes for their appearance.

• Orange exclamation symbol - This icon can appear for multiple reasons, most commonly when the employee has:
  • Unavailability due to ongoing availability or due to approved availability requests.
  • Exceeded the maximum daily or weekly hours as set in the Award.
  • Fatigue warning, indicating that the employee has not had the required break time between shifts, as set in the Award.

• Pink umbrella symbol - This icon appears above your days set as Public Holidays in your platform. It will also appear over shifts for your permanent employees that are set as Public Holiday hours paid but not worked.

• Purple calendar symbol - This icon appears if the employee has been rostered onto a shift while on approved leave.

Shift Errors

There are several reasons why you might experience a shift error. Any shifts marked with an error will not be published. Therefore, it is important to recognise these when you see them, as they will prevent your employees from receiving their shift hours.

Shifts with errors will appear with a red exclamation symbol.

  Hot tip: When editing the shift, the error will indicate what needs to be corrected before the shift can be published. 

Below are the common causes for shift errors:

• The employee does not have the selected position assigned - This error happens when a position is transferred from one employee to another (dragging a shift) or when an unassigned shift is allocated to an employee who is not eligible to work that role. As the foundU roster is adjustable and flexible, it's entirely normal to encounter these errors when moving and copying shifts on your roster.
  • To resolve, adjust the position to the employee's available role in the drop-down menu or assign the shift to an eligible employee for that role. 
• The employee has a conflicting shift - There are two shifts on the roster that overlap in time for the employee.
  • Enabling the 'Show External Shifts' Display Option in your roster may help you identify shifting conflicts.
• The maximum shift duration of 12 hours has been exceeded - Check that the Start and End times are correct on the shift.
  • i.e., AM and PM are inputted correctly. For example, you have inputted the shift as 8 AM -5 AM instead of 8 AM - 5 PM, or reduced the hours on the shift.
• The Employee is not set - No employee has been added to the shift.
  • Any unassigned shifts will appear as errors on your roster. To clear this error, add the relevant employee to the shift.

  Hot tip: You can also use the coloured badges at the top of your rostering page to filter and view employees by shift status.

As opposed to rostering an employee directly onto a shift, you can offer employees shifts. This will give the employee the ability to accept or decline the shift.

When you offer shifts to your employees using any shift offer method in foundU, you can view the following statuses for those shifts on your roster. 

• Offered - This shift has been offered to the employee/s. It has not yet been accepted or declined. You can identify offered shifts on your roster by their blue tile.

  

• Accepted - The employee has accepted the offered shift. Once accepted, the shift will automatically be published and will appear like all other published shifts. This is indicated on the roster by the same green tile.

  

• Declined - The employee has declined the offered shift. You can identify declined shift offers on your roster by their grey tile; the shift hours will be highlighted in red and struck through.

  

When an employee advises that they cannot work their shift, the shift can either be cancelled or reassigned on the roster. You can identify these shifts by their grey tile. 

To understand the definition of these shifts:

• Cancelled Shift - A published shift that has been deleted from the employee's roster.

  

• Reassigned shifts - A published shift that has been moved from one employee to another.

  

  
    Please note: These shifts must be published to update the employees on the cancellation or reassignment. Once published, you will no longer see the grey tile highlighting these shift statuses on your roster. The reassigned shift will move to the green published tile, and the cancelled shift will disappear from the original employee. 

  To learn more about shift cancellations, please check out our comprehensive guide on Roster Building & Publishing.

When shift hours are clocked, submitted by employees, or updated in Approve Shifts, the status reflects on the roster. Once a shift has been actioned, it can no longer be edited within rosters, and all further changes must be made within Approve Shifts.

• Viewing clocked hours - Once an employee has clocked in for their shift, whether through their Employee App or the Clock App, this will be reflected on the roster. Clocked shifts will change in colour from the green tile to the yellow tile. You can also hover over this tile to view the clocked status that appears below it.

  

• Viewing submitted hours - Once an employee has submitted their shift hours (if Submit shifts is enabled for them), this will be reflected on your roster in 2 ways. For both of these, you will need to hover your mouse over the shift tile to view this. Submitted shift hours can be viewed as either:
  • Employee submit -The employee has submitted their hours with no variation to what was rostered. Alternatively, the employee has submitted hours for a shift that was not rostered. 

  • Edited - The employee has modified their rostered shift hours when submitting.

    
     

• Viewing approved hours - Once an admin user approves an employee's hours, it will be reflected on the roster. If the hours worked and approved differ from the original rostered times, the shift tile on the roster will update to show the approved hours. Approved shift hours are marked by a dark green tile and a green tick next to the shift hours.

   

• Viewing declined shifts on the roster - Once an admin user declines a shift in Approve Shifts, it will be reflected on the roster and visible as a dark red tile; the shift hours will be highlighted in red, struck through, with a red X beside it.