Available for the following HR plans: Lite, Plus, Unlimited
Available for the following User Access levels: Admin, Manager
Managing employee schedules requires constant attention to ensure shifts do not overlap with approved time off. The system provides real-time warnings and conflict resolution tools to prevent roster mismatches. These features allow you to identify overlaps when creating shifts or when approving leave requests, ensuring your workplace remains correctly staffed at all times.
This article will show you how to manage the following:
- Identify shift and leave conflicts in Roster Management
- Resolve shift and leave conflicts manually
- Manage conflicts when submitting or approving leave
- Prevent conflicts when creating new shifts
- Further information
Identify shift and leave conflicts in Roster Management
When a shift is scheduled at the same time as an employee's approved leave, the system provides visual cues on the Roster Management page to alert you.
- Amber indicator: Look for an amber warning icon at the bottom of a shift box.
- Conflict Tooltip: Hover your mouse over the warning icon to see a message stating "[Employee] is on time off".
- Multiple Warnings: If a shift has several issues, the tooltip will advise you to open the shift panel to view all details.
These warnings appear for both published and unpublished shifts, allowing you to catch errors before they are communicated to staff.
Resolve shift and leave conflicts manually
- Log into your Employment Hero platform.
- Click the Time menu.
- Click Roster Management.
- Locate a shift with an amber warning indicator at the bottom.
- Click on the conflicting shift to open the details panel.
- Choose one of the following actions to resolve the conflict:
- Delete the shift: Remove the shift if it is no longer required.
- Reassign the shift: Move the shift to another eligible employee who is available.
- Change shift time: Adjust the start or end times so they do not overlap with the leave.
- Edit leave request: If the leave itself is incorrect, you can modify the leave request details.
Manage conflicts when submitting or approving leave
When you submit or approve a leave request that overlaps with existing shifts, a warning module will appear. This allows you to resolve the conflict immediately without leaving the approval screen.
- When the Employee is on time off warning appears, review the list of conflicting shifts.
- Select one of the following resolution options:
- Ignore: Proceed with the leave action and keep the conflicting shifts as they are.
- Remove employees from shifts: Approve the leave and automatically unassign the employee from those specific shifts.
- Remove and open for bidding: Remove the employee and mark the shifts as "Open" so other staff can bid for them.
- Click Override or Confirm to apply your choice.
Helpful Hint
If you are performing bulk approvals, the system will flag which requests have conflicts. You can choose to approve only the non-conflicting requests or proceed with all of them using the options mentioned above.
Prevent conflicts when creating new shifts
The system prevents accidental scheduling by alerting you the moment you try to assign a shift to someone who is already on leave.
- In Roster Management, click the + icon to create a new shift.
- Select the Employee.
- If the employee has approved leave for that date, a warning message will appear in the shift creation panel.
- If you attempt to save the shift, an Employee is on time off pop-up will appear.
- Click Cancel to choose a different employee, or click Override to create the shift despite the leave.
Further information
Visibility of conflict warnings depends on your specific access levels. To manage these conflicts, you must have the following:
- Roster Management: Permission to create and manage shifts.
- Time Off Requests: Permission to manage and approve leave.
If you do not have Roster Management permissions, you will not see these warnings when approving leave, as the system assumes you are not responsible for managing the schedule.
The conflict detection system currently operates on a day-based logic. If an employee has a shift and a leave request on the same calendar day, the system flags this as a conflict even if the specific hours do not overlap.