Roster Settings

Introduction

The Rostering settings page provides users with the ability to customise and configure various options related to roster management. These settings empower businesses to tailor their rostering process to meet specific requirements and streamline operations effectively. 

Some of the key features that can be configured on the Rostering settings page include:

• Manager permissions
• Roster Budgets
• Employee permissions
• Shift Swapping
• Shift Bidding
• Custom Messages

Instructions

1. Log on to your Employment Hero Payroll platform.
2. Navigate to Business > Payroll Settings > Business Management > Rostering.
3. Review and update the following fields where necessary.

Manager Permissions

• Managers can edit roster templates: This feature grants restricted users with the "Manage Employee Rosters" permission the ability to create, edit, and apply roster templates to the roster. However, these actions are limited to the specific location(s) and/or employee group(s) assigned to their access. If this setting is not enabled, only full access users will have the authority to create and apply roster templates.
• Managers can edit roster budgets: Restricted users with the "Manage Employee Rosters" permission can create and/or edit a budget in the roster. However, these actions are restricted to the specific location(s) and/or employee group(s) assigned to their access. If this setting is not enabled, only full access users will have the capability to set up the roster budget.

Budgets

• Rostering budget warnings %: The value entered here will determine the threshold percentage at which rostered costs will be highlighted as a warning in the roster.
• Rostering Budget entry: You have the option to enter the budget amount either as a percentage of sales or as a fixed amount. Budget amounts should be specified on a per day basis.

Employee Permissions

• Employees can decline shifts that have been assigned to them: Enabling this option allows employees to decline rostered shifts after they have been published. If an employee declines a shift, they will be removed from the assignment, and the shift will become an unassigned shift.
• Employees must accept shifts that have been assigned to them: Enabling this option indicates that when rostered shifts are published, managers expect employees to accept the shift explicitly to confirm their commitment to work during that specific shift.
• Default Shift Action: If the above settings have been enabled, the business will be required to choose a default action for a shift that is yet to be actioned (i.e., neither accepted nor declined) by the employee.
• Shift Action Cut Off: If either of the top two settings is enabled, the business must specify the time frame before the shift's commencement when the employee needs to act regarding the shift.
  • If only the "Decline shifts” option is selected, and the employee has not acted within the cutoff time frame, the shift will be considered as accepted.
  • If only the "Accept shifts" option is selected, and the employee has not acted within the cutoff time frame. the shift will be classified as NOT accepted by the employee, converting it into an unassigned shift.
  • If both the "Accept" and "Decline shifts" options are selected, and the employee has not acted within the cutoff time frame, the shift will be categorised based on the setting configured in the Default Shift Action.

Employee Reminders: Visible when Accept shifts is selected. If you enable the reminder, you can specify when it should be sent before the shift cutoff (e.g., 9 hours before the shift).

It will be sent to the employee based on the method here:

• Employee list>Employee name> Pay Run Defaults>Rostering Notifications>Employees must accept shifts that have been assigned to them.

It configures the system's response if employees do not accept assigned shifts within the Shift Action Cut Off. Bidding shifts have separate cutoff time configurations. The available options are:

• Do nothing: The shift will remain assigned to the employee in the roster, even if not explicitly accepted.
• Send notifications: Managers receive an email notification when shifts are not accepted, allowing them to take appropriate action.
• Unassign shift and send notifications: The shift will be unassigned, moving to the unassigned row in the roster. Managers and employees receive notifications regarding the unassigned shift.

Shift Swapping

• Employees can swap shifts that have been assigned to them: Enabling this option allows employees to start shift swaps with other colleagues when rostered shifts are published. Employees will have access to a dropdown list of recommended colleagues with whom they can potentially swap shifts if they are unable to work the assigned shift.
• Shift Swap Cut Off: When enabled, the business must set a timeframe and the swap must be actioned before the shift starts. If the swapped employee fails to act within this timeframe, the swap will be cancelled, and the shift will revert to the original employee.
• Swap Approval: 

1. 1. Option (a): A swapped shift must be approved by a manager before the employee is assigned the shift in the roster. The manager needs to approve the shift AFTER the employee has accepted it.
   2. Option (b): A swapped shift never needs to be approved by a manager. It will automatically be reassigned to the employee in the roster.
   3. Option (c): The swapped shift will only need to be approved by the manager when the cost of the shift is higher than the original shift. Again, the manager's approval will be required AFTER the employee has accepted it.

Shift Bidding

• Enable shift bidding: When this is enabled you can assign a shift to a group of employees, and the first employee who accepts the shift will be assigned to it in the roster. This simplifies the process of filling unassigned shifts for managers. Only full access users and restricted users with the Manage Employee Rosters permission can perform this action.
• Shift Bidding Action Cut Off: When shift bidding is enabled, you must set a cutoff time, after which employees cannot act on bidding shifts. After this time, the shift will not be visible in the employee's portal or WorkZone. If an employee tries to accept a bidding shift via the shift notification email link after the cutoff time, an error message will be displayed on their screen. The bidding shift will still be shown in the roster with a warning icon in the shift tile for bidding employees.
• Manager Reminders: This allows you to specify a timeframe for notifying managers when bidding shifts have not been accepted by employees. Select the Email me when a biddable shift has not been accepted by the notification cutoff time option in their My Notifications screen to turn on. This provides that managers stay informed of unaccepted bidding shifts within the defined notification timeframe.

Custom Messages

• Custom message for shift notification emails: 
  • Configure specific content in the notification email sent to employees here. 
    • Click Edit. 
    • Enter the text and format (if you wish) using the format options in the top bar and then 
    • Click Apply.
• Custom message for shift notification SMS notifications: 
  • To include specific content in the notification sms sent to employees, enter the custom text in the box.
  • Click Save.

Go back to Rostering.