Roster analytics

When building your rosters on your platform, there are 2 key places where you can view roster analytics to see your labour costs. These are:

• Roster Analytics Bar
• Roster Efficiency Drawer

One consideration when using roster analytics is that when you have multiple rosters, using day view or a filter, the roster analytics will display only the items currently filtered (rosters, employees, etc.).

For example, if you have filtered for just your Front of House roster, the analytics will only display for the Front of House roster. 

Additional Analytics

To make the most of your roster analytics, there are two additional features available by adding additional data, these are: 

• Roster Budgeting
  • You can set a budget per roster. This helps set targets for your rostering managers to help better manage your labour costs. 
• Import your Estimated Sales
  • Create a custom import to add your sales estimates (per day, hour, or 15 minutes) in bulk. This is beneficial as it allows you to use the SPLH (Sales per labour Hour) analytics. 

  To learn more about these topics, please refer to our guides for Roster Budgeting or Importing Data for Roster Analytics. 

Roster Analytics Bar

The first place you can see your roster metrics is in the Roster Analytics Bar, located in the top right of the roster. 

From the Analytics Bar, you can see a running summary of your weekly totals for your rosters. Key roster metrics include:

• Staff - Number of staff with shifts. 
• Hrs -  The total number of hours from shifts. 
• Sales - A total of estimated sales. 
• Est. wage - The total of estimated labour costs.
  • You can hover over Est. wage to see the percentage of your budget used. 
• Avg. hr wage - Average hourly wage for the week. 
• Labour: Sales - The percentage of sales estimate used by labour costs.
• SPLH avg - Average dollar value of sales per labour hour.

  Hot tip: When you have multiple rosters filtered on your screen, the Est. Wage analytics will combine all wages and budgets. Hover over this to see how many rosters have budgets added, as this may appear to be over budget when you include rosters that do not have a budget. 

Roster Efficiency Drawer

To gain a further breakdown of your roster analytics, you can navigate to the Roster Efficiency Drawer by selecting the chevron (up arrow) at the bottom of the screen. 

In the Roster Efficiency Drawer, you can see a breakdown of your daily totals for your rosters. Key metrics include:

• Total Wages - Daily labour cost total. 
• Total Hours - The total number of hours from shifts. 
• Wages Budget - Specified budget. 
• Wages Budget (% Spent) - Percentage of budget spent on wages.
  • When labour is under budget, this field will be displayed in green.
  • When a budget has been exceeded, the field will be displayed in red. 
• SPLH - Daily total of imported sales data. 
• Total Staff - The number of staff with shifts. 
• Labour to Sales (%) -  The percentage of sales estimated to be used by labour costs. 
  • The setting icon (cog) sets a labour cost against the sales percentage threshold against all rosters.
• When a daily Labour to Sales percentage exceeds this threshold, it will be displayed in red. 
• SPLH ($) - Average dollar value of sales per labour hour.

One of the main benefits of roster analytics is that they are permission-controlled, allowing you to customise what your rostering managers can see.

When setting up your rosters and admin permissions, there are a few key considerations: 

• Will we use the Roster Efficiency Drawer? 
• What permissions do my Rostering Managers need?
• Will I be rostering my Salaried Employees? If so, what do I want my rostering managers to see?
   

Updating Roster Efficiency Drawer Settings

In your platform, there are a few system settings allowing you to customise the Roster Efficiency Drawer. Updating these settings will apply to all rosters and all Admin Users. The system settings that enable you to:

• Enable/ disable the Roster Efficiency Drawer. 
• Hide pay rates and other financial details.
• Display rates in roster efficiency.

These settings can be managed from Platform Settings and Work Defaults. 

To update System Settings:

1. Navigate to the main menu > Platform Settings > System Settings. 
2. Locate the 'Display rates in roster efficiency' setting - Change from Pay Rate to Charge Rate to display analytics by Charge Rate. 
3. Navigate to the bottom of the page and select Save.

To update Work Defaults:

1. Navigate to the main menu > Platform Settings > Work Defaults. 
2. Locate the following settings to update:
   • Enable roster analytics - Select No to disable the Roster Efficiency Drawer.
   • Display rates on roster - Select No to disable wages from the Roster Efficiency Drawer.
3. To save your changes, select Save from the taskbar.  

User Permissions

When setting up your Admin Users, you can customise the permissions to limit their access to sensitive information when building rosters.

There are 2 permissions that relate to the Roster Efficiency Drawer and the information that it will display; these are:

• View Employee Pay Rates
  • When this permission is selected, the Admin User will see all analytics for all employees on the roster. 
  • When this permission is not selected, the Admin User's analytics are limited to Total Staff, Total Hours and Roster Budgeting. 
• View Roster Efficiency
  • This permission provides access to the Roster Efficiency Drawer. If not selected, the Admin User won't have access to the Roster Efficiency Drawer.

In the image below, we can see that the View Employee Pay Rates has not been selected; as such, the Admin User's view has been limited to Total Staff, Total Hours and Budget. 

  Hot tip: User Permissions apply to all employees within an Admin Users search restriction. This means if an Admin User has permission to see employee financial details, this will apply to all employees within their search restriction. 

  For more information on what managers can see and who they can see, navigate to Platform Settings > Users, and for each user, you can simulate their permissions. For more information, see our User permissions guide.

Salaried Employees

When managing employees with the Salaried Automation enabled, there is no requirement to roster them for payroll purposes.

However, they can be rostered, which is beneficial for communicating when and where they will work if their shifts vary. 

Before deciding to roster your Salaried Employees, you'll need to consider the following:

• Salaried Employee's labour costs will displayed on the roster.
  • If your roster managers have permission to see labour costs, they can see the pay rate for the Salaried Employees.
  • If your Salaried Employees are Admin Users, you may not wish to have this set up.
• Rostering a Salaried Employee will not affect their pay or payroll reporting. 
  •  Salaried Employees are paid and reported according to the hours set in their work pattern.
    
    For example, if their work pattern is set to 7.6 hours Monday to Friday. The Salaried Employee will be paid a total of 38 hours for the week. 
    
    Their labour will be costed at 7.6 hours per day, Monday to Friday, regardless if they were rostered additional hours or for the weekend. 

So, which option is best for me?

If you choose to roster your Salaried Employees:

• It will not impact the total hours that are paid. However, they will be included in the total hours and wages on the roster. 
• Admins with View Employee Pay Rates permission can view their labour costs.

If you choose not to roster your Salaried Employees:

• Their labour costs are not included; you will need to update your budget and sales data accordingly. 

  Contact us: If you need help deciding which process is best suited for your platform, please don't hesitate to reach out to our support team or your implementation manager. 

The roster analytics tools are a valuable resource that provides a daily and weekly estimate of your labour costs for all shifts on the roster. This estimate considers many factors but may not include all pay costs, as they could be incurred due to specific events (e.g. a delayed meal break).

In this section, we will outline the items that are considered labour costs for roster analytics.

What items are included in the roster analytics?

The following items are included as wages when using roster analytics:

• Ordinary Time (OTE)
• Overtime (OT)*
• Shift penalties
• Shift rates (Weekends, Afternoon Shifts etc)
• Casual employee Public Holiday rates
• Errored shifts (with a position)
• Draft and published shifts
• Rostered Salaried Employees
• Editing hours in Approve Shifts
• Charge rates
• Permanent employee Public Holiday rates*

What items are not included in the roster analytics?

The following items are not included as wages when using roster analytics:

• Allowances
• Delayed meal breaks
• Errored shifts (without a position) 
• Reimbursements
• Deductions
• Leave, TOIL, and RDO
• Payslip edits
• Salaried Employees (not rostered)
• On-costs
• Superannuation
• Workers Compensation
• Permanent employee Public Holiday rates*
• Overtime (OT)*

  Please note: Please refer to the additional notes below: 

• *For your permanent employees, their public holiday rate will be displayed based on the Use Normal Rate setting in their position. When the toggle is turned on, the employee's base rate will be used, and when turned off, the public holiday rate will be used.
• *Your analytics will show overtime for hours exceeding the daily or weekly ordinary maximums. However, this is limited to your specific roster week. If your award settings use overtime averaging, it will not be included in this calculation. 

  If you need to review or report on these items, please refer to the Labour Management Report (LMR), once your roster has been published. 

Does Roster Analytics account for breaks?

When rostering, if you have included a break duration in your shift, then the break duration will not be included in your analytics. 

However, if your award set-up includes a delayed meal break, the Roster Analytics will not account for a delayed meal break occurring, and as such, it will not be included. 

Are my Salaried Employees included in roster analytics, and will this affect how they are paid?

If you choose to roster a Salaried Employee, their wages will be included in your Roster Analytics. 

Rostering a Salaried Employee has no effect on their payroll; this includes items such as Overtime, Allowances and Shift Costing. 

For more information, please refer to the Managing permissions for roster analytics section above.

Why can't my manager see the Roster Analytics?

In order for an admin user to view roster analytics, they need to have 1 or 2 permissions enabled. These are:

• View Employee Pay Rates - Allows your admin to access financial analytics.
• View Roster Efficiency - Allows your admin to access the Roster Efficiency Drawer. 

If your admin user can access the Roster Efficiency Drawer but can only see the Total Hours and Numbers of staff, then they do not have access to view 'View Employees Pay Rates'. Please be advised that this permission also allows access to all financial information for the employee. 

Are charge rates and superannuation included in the Roster Analytics?

The roster analytics provide an estimate of an employee's wage costs, but they do not include items such as leave, superannuation, allowances, or on-costs. 

For a full list, please refer to the 'How are labour costs calculated?' section above. 

Is there another way to see how much a shift will cost without putting it on the roster?

Yes, the Awards Test feature allows you to create scenarios to test how award rulings and pay rates will trigger. 

For public holidays what rate will be used?

When a shift is rostered for a casual employee, the analytics will display the shift using the public holiday rate. 

For your permanent employees, their public holiday rate will be displayed based on the Use Normal Rate setting in their position. When the toggle is turned on, the employee's base rate will be used, and when turned off, the public holiday rate will be used. This applies to a regular rostered shift and a Public Holiday - Not Worked shift. 

Can Roster Analytics be exported?

No, Roster Analytics is a rostering tool, which is useful for setting targets to help minimise labour costs. 

If you need to review a report of your estimated labour costs, please refer to the Labour Management Report (LMR) once your roster has been published.