Roster Warnings

Introduction

When managers and/or business owners create shifts, it can be beneficial to have rostering rules in place to prevent situations like overtime, fatigue management issues, or violations of employment agreements. Roster warning rules allow specific criteria to be applied to rostered shifts and display a warning for any shift that matches the criteria.

Full access users have the authority to create and manage roster rules. Both full access users and restricted users with rostering access will receive alerts within the roster when these rules are breached. The guarantees compliance and facilitates better shift management for improved workforce planning.

In the Roster warnings feature, there are two main components, each with its distinct purpose:

1. Roster warning rules: These are specific business rules that, when met, trigger a warning for all affected shifts in the roster. Only full access users can create and manage these rules. There are four types of roster warning rules, explained below.
2. Roster warnings: Roster warnings are the result of roster warning rules being triggered. These warnings are visible within the rostering page, and both full access users and restricted users with rostering access will be notified when these rules are breached. For more information on viewing roster warnings within the roster, refer below.

Instructions

Create a roster warning rule

Some rules may require an analysis of an employee's rostered shifts over a weekly period, such as when an employee works more than 30 hours in a week. This setting determines the start and end day of the weekly period.

1. Log on to your Employment Hero Payroll platform.
2. Navigate to Business > Payroll Settings > Pay Conditions > Roster Warning Rules.
3. Click Add a rule the right side of the page.
4. This launches a new context panel containing the following fields:

• • Roster warning rule name: A compulsory text field with a maximum length of 100 characters.
  • Roster warning rule message: A compulsory text field with a maximum length of 100 characters. The message will display for any shift triggered by the rule, so it should be clear and concise for all roster users.
  • Rule: This dropdown list provides four pre-configured options for selection. Upon choosing a specific rule option, relevant settings for that rule will be displayed for further configuration. These additional fields must be completed to save the warning. Detailed information about each rule is available in the 'Available roster warnings' section below.
  • Apply to locations: This field defaults to 'All', but you can select one or more specific locations where the roster warning rule should apply.

5. Once all the fields have been configured, click Save.
6. Each roster warning rule will be listed in the order of creation.
   
   

Available Roster Warnings

Restrict by qualification: If you choose to restrict hours by qualification, the roster warning rule will be pre-populated with the following fields:

• Where the employee's qualification is one of: A dropdown list of qualifications set up in the business. You can select multiple qualifications.
• Roster employees for no more than: A compulsory free-text field where you can input the maximum number of hours. Fractional values up to two decimal places are allowed.

In the roster, this rule will trigger a warning for any employee who meets the following conditions:

• The employee has one or more of the selected qualifications assigned to them.
• The qualification(s) are still current (not expired).
• The shift is for a location included in the Apply to locations field.
• The employee's weekly rostered hours exceed the weekly hours set in the rule.

Determine overtime by hours worked: If you choose to restrict hours by employment type, the roster warning rule will be pre-populated with the following fields:

• Where the employment type is one of: A dropdown list of applicable employment types, such as full-time, casual, etc. You can select multiple employment types.
• Roster employees for no more than: A compulsory free-text field where you can input the maximum number of hours. Fractional values up to two decimal places are allowed.

In the roster, this rule will trigger a warning for any employee who meets the following conditions:

• The employee has the selected employment type, as defined in their Tax Declaration screen.
• The shift is for a location included in the Apply to locations field.
• The employee's weekly rostered hours exceed the weekly hours set in the rule.

Minimum break between shifts: When you select this option, the roster warning rule will pre-populate on the screen with the following fields:

• Where the employment type is one of: A dropdown list of applicable employment types, such as full-time, casual, etc. You can select multiple employment types.
• A minimum 'X' hours break must be provided before the commencement of the next rostered shift: A compulsory free-text field where you can input the minimum number of hours required for the break between shifts. Fractional values up to two decimal places are allowed.
• An additional checkbox allows you to select if to ignore additional shifts on the same day when determining the next rostered shift.

In the roster, this rule will trigger a warning for any employee who meets the following conditions:

• The employee has the selected employment type, as defined in their Tax Declaration screen.
• The shift is for a location included in the Apply to locations field.
• The employee has a shift rostered (when looking at the previous shift) with less than the specified hours break requirement in the warning.

Pay category warning: When you select this option, the roster warning rule will pre-populate on the screen with the following fields:

• Display a warning where the pay category is: A dropdown list of pay categories set up in the business. You can select multiple pay categories. The pay category dropdown will also separate between system/custom pay categories and award pay categories (for businesses with installed awards).

In the roster, the rule will trigger a warning for any employee whose shift:

• Is attached to a location included in the Apply to locations setting.
• When costed, the shift is associated with the pay category listed in the roster warning rule.
• If a shift has been costed to include a combination of pay categories, for example, a combination of 'ordinary hours' and 'overtime', the roster warning will be triggered as long as one of the specified pay categories in the warning is associated with the shift.

Go back to Rostering.