Rostering Employees

1. Viewing Rosters
2. Creating a new filter for shifts
3. Creating Shifts
4. Publishing Shifts
5. Unpublishing Shifts 
6. Changing Rosters

Introduction

Rostering employees offers a streamlined and intuitive process to manage work schedules effectively. The platform allows businesses to create, edit, and manage employee shifts effortlessly, providing smooth coordination and compliance with workforce scheduling.

How to Prepare/Dependencies

Instructions

Viewing Rosters

You can view and create rosters in different formats - day, week, or fortnight, offering flexibility and different perspectives.

1. Log on to your Employment Hero payroll platform. 
2. Navigate to Rostering.
3. The view options are at the top of the calendar.

Here's a summary of the options:

• Day View: It's ideal for detailed coverage of shifts on a specific day. You can switch to a day view by clicking the "Day" button or directly on the desired day. You can also use the Today button to quickly view shifts for the current day.
• Week View: Gives a snapshot of the work week. Default when you navigate to the rostering page, you can switch back by clicking "Week". You can navigate to specific weeks using navigation buttons.
• Fortnight View: Beneficial for analysing shifts in a fortnightly pay period. Switch to this view using the "Fortnight" button and navigate to specific fortnights.
• Calendar Shortcuts: A calendar in the corner allows easy navigation. It defaults to the current month. You can navigate month by month or even years ahead/back, helping you quickly access shifts.

There is also the functionality to enhance your view by grouping and sorting shifts based on:

• Group by location or business: The 'location' setting separates shifts by individual locations, while 'business' shows all shifts under the main 'parent' location.
• Sort by employee: Alphabetically by role (based on role name) or start time.
• Location
• Shift status
• Employee

You can also choose to show/hide:

• Employees with no shifts
• Sub-locations
• Costs

Creating a new filter for shifts

1. Log on to your Employment Hero Payroll platform.
2. Navigate to Rostering.
3. In the employee roster screen, click on Manage filters on the left-hand side.
4. A dialog box will pop up. 
5. Select New filter from the drop-down box. 
6. Name the filter.  
7. Define it using various criteria such as grouping by locations or business (including sub-locations), sorting by employee, role, or start time, and options to hide employees with no shifts, filter by shift status, employees, or roles). You can also set a filter as your default view.
8. Click Save Filter in the bottom right corner.

Creating Shifts

1. Log on to your Employment Hero Payroll platform.
2. Navigate to Rostering.
3. Locate the employee you want to create the shift for and click on the shift panel for the desired day. Today's date is highlighted for clarity.
4. Clicking on a shift panel will open the shift editor on the right side of the screen.
5. In the shift editor, you can select the following details for the shift:

• • Start time
  • End time
  • Shift breaks, including whether they are paid or unpaid (optional - depends on timesheet settings)
  • Location
  • Employee (optional)
  • Qualifications (optional, visible if set up for the business)
  • Work Type (optional, visible if set up for the business)
  • Classification (optional, visible if the employee's agreement allows selection of higher classification)
  • Notes (optional)

     5. Once you have entered the shift details, click Save, and the shift will be saved to the shift grid.

Publishing Shifts

When you decide to publish a shift, several actions take place:

• An email notification is sent to the assigned employee, informing them of the new shift.
• The shift becomes visible and locked in the employee roster.
• The shift dialog is set to read-only mode.

There are two methods to publish shifts:

Publish individual shifts: You can publish a single shift by following these steps:

1. Log into your Employment Hero payroll platform. 
2. Navigate to Rostering. 
3. Click on the desired shift to be published.
4. Check the Publish option.
5. Click Save.

Bulk publish shifts:

1. Log into your Employment Hero payroll platform. 
2. Navigate to Rostering. 
3. Click the blue Publish XX shifts button.
4. Confirm the action by clicking the Publish button.

Unpublishing Shifts 

When a shift is unpublished, employees are notified that they are no longer required for the previously scheduled shifts. The shift disappears from the employee roster but can be edited in the shift dialogue. Similar to publishing, there are two ways to unpublish shifts:

Unpublish individual shifts:

1. Log into your Employment Hero payroll platform. 
2. Navigate to Rostering. 
3. In the employee roster screen, select the shift to be unpublished.
4. In the shift dialogue, click the Save button. A note explains that the shift is already published, and saving it updates its status to "unpublished."

Bulk unpublish shifts:

1. Log into your Employment Hero payroll platform. 
2. Navigate to Rostering. 
3. Navigate to the date range containing the shifts to be unpublished.
4. Click the orange XX shifts to unpublish button.
5. Confirm the action by clicking the Unpublish button in the confirmation dialog.

Changing Rosters

• To edit a shift: Click on the existing shift in the roster grid that you want to edit. This will open the shift editor where you can make any necessary changes to the shift.

• Move shifts: To quickly move shifts, click and drag them to another shift tile. If you move the shift to a different day, the date of the shift will be automatically updated. If you move the shift to another employee, the employee assigned to that shift will be updated automatically.
• Adjust start and end times in day view: In day view, you can easily adjust the start or end time of a shift by clicking and dragging the start or end of the shift. The new start or end time for that shift will be automatically updated as soon as you drag it to its new position.
• Copy a shift: To copy shifts from one day to another, hold down the shift button on your keyboard and drag the shift tile from the original day to the desired day where you want it copied.

Go back to Rostering.