Rosters - Create new or edit an existing roster

Before you create a new roster or edit an existing one, there are a few things to consider.

• Is the roster for an existing operation or a new one?
  • If the roster is being created for a new operation, that operation must be created first. Please refer to this guide for instructions on how to create & configure a new operation. 
• What location will you use?
  • A location is set on the roster, which is used in conjunction with the employee positions to determine which employees can be assigned to that roster. 
    • Depending on the roster you're creating, you can use an existing location. Just be aware that any employees with that location will be able to be rostered here.
    • If necessary, you can create a new location from Platform settings > Locations. If you create a new location, remember to add that location to employees' positions to be able to roster anyone.
• Is the order of your rosters important?
  • Rosters are displayed alphabetically. If the order of the rosters is important to your workflow, name them with a letter at the start.
    For example, "a. Back of House", "b. Front of House", "c. Bar", etc.

  Permission Reminder: To configure rosters from the Roster Overview page, users will need the permission 'Manage Rosters' to do so. This includes the functionality of adding new rosters, archiving or restoring rosters or changing the configuration of a roster (e.g. changing the location of a roster).

When it comes to managing rosters in your platform, there are 2 processes you will need to follow these are:

• Adding a new roster - This is the process of creating a new roster on your platform. Once added, shifts can then be rostered against it.
  • When adding a new roster, you are creating the main breakdown for your rostering needs. Additionally, this will inform employees of where and which department or area they are working in. 
    • E.g., Bar, Service, Housekeeping, Kitchen, etc.
• Building a roster - The process of creating and managing your employees' shifts each week.

Add new rosters as needed, such as in these use cases:

• You have created a new Operation; you'll need to create rosters for that Operation.
• Your business has expanded or restructured; as such, you need to roster for a new department.
  • E.g. If your business has started hosting events, you may want to create an Events roster. 

  If you are looking for information on how to build rosters and manage employee shifts, refer to our Roster Building & Publishing article.
 

To add a new roster:

1. Navigate to Work > Rosters.
2. Select + Roster to add a new roster.
   
   
   • If you're restoring a previously archived roster, select the down arrow and then From archive. You can read more about archiving rosters here. 
3. You will then enter the Roster Details page, which is separated into 4 sections. You will need to enter the roster details for each of these sections.
4. The first section is Roster Settings.
   • Operation - Select the operation that the roster will be associated with.
   • Roster Name - The display name of the roster. Used as the cost code if none is specified.
   • Purchase Order / Cost Code - If this field is left blank, the Roster Name will be used as the cost code. You can read more about cost codes here. 
   • Contact Name - Optional. This field can be used in exports of the roster details.
   • Contact Number - Optional. This field can be used in exports of the roster details.

   • Require supervisor sign-off on submitted shifts - If the checkbox is enabled, when an employee submits a shift on that roster, it will activate the additional steps requiring a supervisor or manager signature. You can read more about our Verified shift feature here. 

     

5. Next is the Location details section. 
   • Location  - The location is the link between the employee's position and the roster. You can use the same location against multiple rosters; however, each roster can only have one location assigned to it.
   • Timezone - This field will auto-default to the state's timezone of the roster's location. If this is incorrect, please select the correct Time Zone from the drop-down.
     • When your employees clock in, this will register their times against the appropriate time zone to ensure accuracy, without relying on the clock time/timezone of the clocking device (employee's phone or iPad).
       
         Please note: If you have employees operating throughout different states, but are on the one central roster (i.e. roaming managers), consider selecting 'No Timezone (use device location).
   • Roster Address - The physical address where your employees are required to clock.
     
     There are 2 ways you can add an address:
     • Type in the Address - This method will use the address finder to search and locate the address registered with Google Maps. 
     • Entering the Address Manually - This method may be preferable for newer addresses that may not yet be registered. 
   • Clocking radius - This sets the geolocation boundary. If your employees use their Employee App on their phones for clocking, this radius makes sure they clock in within the boundary before starting their shifts.   
     
       Please note: The Clock setting 'Allow employees to clock in or out with their Employee App' must be on for the geolocation option to show on the roster. If this setting is only enabled in the individual Operation, it will not be displayed. It must be enabled in the main clock settings.
     
     There are 2 ways you can add a radius:
     • Enter the radius in the Clocking Radius field - We recommend setting a minimum of 250m to ensure a good clocking experience.
     • Draw a radius manually on the map. This option is useful for larger venues or new construction sites that may not yet have a registered address.
       
       To do so, select the 'or draw radius on map' button, then select on the map the centre of your radius. 

   • 

6. The Requirements section is optional. Here, you can specify any mandatory filtering requirements for all shifts on your roster. You can set requirements for specific tags or compliances. 

   • E.g., If all employees on the Bar roster require an RSA, you can set RSA as a requirement in your Roster Settings. Once enabled, this means only employees with an RSA can be selected when creating your shifts.

     

7. The Notification settings are also an option section. Here, you can enable specific communications that will go to your choice of the Operation Manager, Employee Manager, or a specified Admin User. These communications include:
   • Accepted shift notifications - Informs when an employee has accepted a shift offer. 
   • Declined shift notifications - Informs when an employee has declined a shift offer. 
     
       You can read more about shift offers here and the notification options here. 
      
   • Cancelled shift notifications - Informs when an employee has cancelled their shifts.
     
       Shift cancellation is an optional feature; you can learn more about it here.   
      

   • Unapproved shift notifications - Sends a notification either daily or on a specific day once a week to notify of any unapproved shifts.
     
     With this communication, please specify if it is every day or the specified day and time the notification is to be sent to your Admins. 
     
       Hot tip: Select Preview to view and alter the content of any of these notifications.

     

8. To save your changes, select Save roster.

From time to time, you may want to make small changes to your existing rosters, such as adjusting the clocking boundary around the roster, shift offer notifications, or the cost code. These details can be changed by editing a roster.
 

Edit an existing roster

The method below can be used to make changes to any roster that your permissions and search restrictions allow you to access.

To edit a roster:

1. Navigate to Work > Rosters.

2. Select the blue badge next to the Operation name or any of the white space next to it. This will expand the operation and show all rosters within.

   

3. Select the ellipsis next to the roster, then select Edit.

   

4. Edit any of the details you would like to change.
   
    Please note: Any new roster requirements added will only apply to new shifts created in your roster. Draft shifts already rostered will not update; to apply the updates, select the 'Reverify shifts' icon on your roster. 

         

5. To save your changes, select Save roster.
   
    

Additional information about changing roster details

• Roster Name
  • Rosters are displayed alphabetically. If the order of your rosters is important, consider using a letter at the start of your roster title. 
    For example, "a. Back of House"
  • If no cost code is set for the operation, the roster name will be used as the cost code. If you are making a change to the roster name but do not want the cost code to change, enter the existing roster name into the Cost Code field.
• Cost Code
  • If changing the cost code to something different, note that this change will affect reporting moving forward, not the historical data.
  • You can read more about cost codes here. 
• Enable comms when shift is approved/declined
  • These work in conjunction with communication template 135.
  • Read more about these settings here.
• Location
  • As the location is partially used to restrict which employees can work at which roster, changing this setting may cause errors on rostered shifts. Ensure that you add the new location to the appropriate employees.

I just created a new roster, but my rostering manager can't see it. How can I fix this?

It's most likely that your rostering manager has a search restriction in place. Search restrictions determine what admin users can see within the platform and are often set up to allow rostering managers to see only the rosters they are responsible for. 

If this is the case, you can add the new roster to the search restriction group of the admin that needs to see it. You can read more about user permissions & search restrictions here. 

I am trying to create a new roster, but cannot see the 'Add Roster' button on my Roster Overview page. How can I fix this?

Managers who need to add new rosters, archive, or restore rosters or change the configuration of a roster (from the Roster Overview page) will need to have the permission 'Manage Rosters' in order to do so.

You likely have the permission to 'Access Rosters' which allows you to create and edit weekly rosters. 
If you feel your Permissions need altering, please reach out to a foundU Super User in your business to do so.

Why can't I roster anyone on the roster I just created?

There are two possible causes of this. 

1. If your new roster is in a new operation, make sure that you have configured the operation correctly first. If there are no positions in the rates book, no positions can be assigned in the roster. You can read more about the operation setup process here. 

2. Do employees have the correct location set? During the roster creation process, you will have selected a location for the roster. Ensure that the employees you want to roster have that location set on their positions.  

More troubleshooting tips can be found here for employees not appearing on the roster.