Set up rostering in Employment Hero

1. Log into your Employment Hero HR platform.
2. Click the Settings menu.
3. Under General Settings, click Work Sites & Positions.
4. Click + Work Site, then New work site.
5. Fill in the following details:
   • Name: Enter the work site name
   • Address: Enter the physical address
   • Time Zone: Select the appropriate timezone (will be deprecated soon)

6. Click the + Add default shift details button, then enter the following details:

   • Default shift start time.
   • Default shift end time.
   • Break time start and end times.

   The default shift details you set up here will automatically populate any shifts you create for this work site in Rostering Management.

7. Click Save.

1. Log into your Employment Hero HR platform.
2. Click the Settings menu.
3. Under General Settings, click Work Sites & Positions.
4. Select the work site you want to add positions to, or create a new work site.
5. In the positions section, type a new position name in the field provided.
6. Click the + Add Position button.
7. Assign the following for each position:
   • Cost Centre: Select the appropriate cost centre for financial tracking
   • Available Workers: Choose which employees can be assigned to this position
8. Click + Add another position to include more positions for this work site.
9. Click Save when finished.

1. Log into your Employment Hero HR platform.
2. Click the Settings menu.
3. Under General Settings, click Work Sites & Positions.
4. Use the + Expand toggle next to the work site to view its positions.
5. Click the ... next to a position, then click Edit next to the position you want to modify.
6. Make the required changes to position details, cost centre, or eligible employees.
7. Click Save.

1. Log into your Employment Hero HR platform.
2. Click the Settings menu.
3. Under General Settings, click Work Sites & Positions.
4. Use the + Expand toggle next to the work site to view its positions.
5. Click the ... next to a position, then click Disable next to the position you want to disable.
6. Confirm the action.

Note: Disabling preserves historical data while preventing new assignments. This is the recommended approach rather than deleting.

1. Log into your Employment Hero HR platform.
2. Click the Settings menu.
3. Under General Settings, click Work Sites & Positions.
4. Use the + Expand toggle next to the work site to view its positions.
5. Click the ... next to a position, then click Delete next to the position you want to remove.
6. Click Delete to confirm.

Note: You can only delete a position if it is not linked to past timesheets or shifts.

Open Beta feature

1. Log into your Employment Hero HR platform.
2. Click the Settings menu.
3. Under General Settings subheading, click Work Sites & Positions.
4. Click on the three dots beside the work site you wish to add a team to.
5. Click on Edit.
6. Click on Assign employees.
7. Select a Team (or individual employees).
8. Toggle Auto-Assign if you want assignments to follow Team membership automatically.
9. Review, edit, or bulk select/deselect as needed.
10. Click Save.

1. Log in to Employment Hero.
2. On the left-hand side menu, click on Settings.
3. Click on Menu.
4. Tick the rostering check box.
   
5. Click on Save.
   

• Enable minimum same-day gap warning - This setting will establish a minimum hour requirement between shifts that occur on the same day. If exceeded, a warning will be displayed.
• Enable minimum gap warning over different days warning - This setting will define a minimum hour requirement between shifts that span across different days. If exceeded, a warning will be displayed.
• Enable maximum continuous days warning - This setting will enable you to set a maximum number of consecutive scheduled days.
• Enable maximum days in a week warning - This setting allows you to define a maximum number of scheduled days in a week.
• Enable expired certification warning - This setting enables warnings when assigning an employee with an expired qualification to a qualification-required shift.
• Enable missing certification warning -This setting enables warnings when assigning an employee with an expired certification to a certification-required shift. 

To enable any of the above rules and warnings, toggle on (move the switch to the left) then click Save.

• Employees can decline shifts that have been assigned to them
• Employees must accept shifts that have been assigned to them - Shift action cut off - Employee must action a shift up to x hours before shift occurs
• Enable open shifts
• Enable cut-off for open shifts - Employee must action an open shift x hours before shift occurs
• Send reminder notifications to employees - Remind employees of open shifts x hours before shift occurs
• Employees can swap shifts that have been assigned to them
• Enable shift swap cut off time - Assigned shifts can be swapped up to x hours before shift occurs
• Require managers to approve all shift swaps

To enable any of the above rules and warnings, toggle on (move the switch to the left) then click Save.

• Allow employees to clock in/out with shift details - Employee can clock in up to x Minutes before their shift is due to start/Employee can clock out up to x minutes after their shift ends
• Send employee reminder notifications - x minutes after their rostered shift starts if they have not clocked in/x minutes after their rostered shift ends if they have not clocked out
• Send manager alert notifications - x minutes after a direct report's shift starts if they have not clocked in/x minutes after a direct report's shift ends if they have not clocked out

To enable any of the above rules and warnings, toggle on (move the switch to the left) then click Save.

1. Click the Time menu.
2. Under Rosters, click the Rostering Management submenu.
3. Click the block for when you want to create a shift.
   
4. In the Create a shift panel, enter the following:
   • From (date).
   • To (date).
   • From (time).
   • To (time).
   • Breaks.
   • Location (cost centre).
   • Employee.
   • Notes.

5. Click the Save or the Save and Publish button.
   

   Helpful Hint

   You will now see the shift you have just created. To publish the shift, refer to the Publish a Shift tab, which is the next item in this section.

   

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.
3. Click the Roster Actions  dropdown button.
4. Click the Publish Shift button.
   
5. Click the checkbox for each shift you want to publish.
6. Click the Publish Shifts button.
   

7. Click the Submit button.
   

   Helpful Hint

   Published shifts will appear light blue in colour.

   

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.
3. Click on the Publish x shifts button in the top left-hand corner.
   
4. Click Publish on the pop up box.
   

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.

3. Go to the time period with the roster you want to save as a template.

   Helpful Hint

   For example, if you want to create a roster based on the shifts for the week of 15th to the 21st January, choose the weekly view and go to the week showing these dates. Both published and unpublished shifts in that period will be included in the template.

4. Click the Roster Actions dropdown button.
5. Click Save Template button.
   
6. Enter the Name and Description of the shift template.

7. Click the Save button.

   Helpful Hint

   The roster has now been saved as a template. To use it, please refer to the Use a roster template tab, which is the next item in this section.

   

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.

3. Go to the time period where you want to apply the roster template to.

   Helpful Hint

   For example, if you want to use a one-week roster template for the week of 22nd to the 28th January, choose the weekly view and go to the week showing these dates.

4. Click the Roster Actions dropdown button.
5. Click the Load Templates button.
   
6. Select the roster template you want to use.

7. Click the Load Template button.
   

   Helpful Hint

   The roster template will now be applied to the time period you need, but you still need to publish the shifts to finalise them. You can still edit, delete, or unpublish the shifts as usual.

   

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.
3. Click the Location dropdown.
   

4. Choose the cost centre you want to view.

   Helpful Hint

   You will now see the shifts under the cost centre you chosen.

   

1. Click the  Time menu.

2. Under Rosters, click the Rostering Management submenu.

   Helpful Hint

   You can now see a quick view of the number of hours each employee is assigned. These numbers represent the shifts assigned to each employee for the time period view you are using. Time period refers to the weekly, daily, or fortnightly views on the Rostering Management page.

   

You can change the way you view shifts by changing how the roster is displayed. You can choose to view the roster daily, weekly, fortnightly, over 4 weeks or monthly. This helps to keep track of shifts. Below is how to change your view.

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.
3. Use the Time by Entity dropdown menu to choose how you want the roster to appear. You can display the roster by location or by employee. In both views, you'll see a list of timeframes to choose from. These include:
   • Daily by location
   • Weekly.
   • Fortnightly.
   • 4 weeks.
   • Monthly
     
4. Click your selection and the roster will automatically appear in that view.
5. Click the < and > buttons to navigate to the needed day, week, or fortnight.
   

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.
3. Click the Search bar.
4. Type the name of the employee you need.

5. Click the name of the employee.
   

   Helpful Hint

   You can now see the employee's shifts for the time period view you are using. Time period refers to the weekly, daily, or fortnightly views on the Rostering Management page.

   

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.

3. Click the  button for the shift you want to edit.
   

   Helpful Hint

   You cannot edit a shift once it has been published; you have to unpublish it first. Refer to the Unpublish a shift tab in the Removing data section of this article to read more.

4. In the Edit a shift panel, make the necessary changes.
5. Click the Save or Save and Publish button.
   

You can drag and drop unpublished shifts to move them to a new time. This feature is available in both Location View and Employee View. To drag and drop a shift:

1. Click and hold a shift tile.
   
2. While holding down the mouse button, move it to the new time you want.
   
3. Drop the shift into the new location.
   
4. You will see Updated shift successfully! when you have moved the shift.

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.
3. Click the Roster Actions  dropdown button.
4. Click the Unpublish Shift button.
   
5. Click the checkbox for each shift you want to delete.
6. Click the Unpublish Shifts button.
   

7. Click the Submit button.
   

   Helpful Hint

   Unpublished shifts will appear grey in colour.

   

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.
3. Click the Roster Actions  dropdown button.
4. Click the Delete Shifts button.
   

5. Click the checkbox for each shift you want to delete.

   Helpful Hint

   You cannot delete a shift once it has been published; you have to unpublish it first. To unpublish the shift, refer to the Unpublish a Shift tab, which is the next item in this section.

6. Click the Delete Shifts button.
   
7. Click the Delete button.
   

1. Click the  Time menu.
2. Under Rosters, click the Rostering Management submenu.
3. Click the Roster Actions dropdown button.
4. Click Load Templates button.
   
5. Click the  button for the roster template you want to delete.
   
6. Click the Delete button.
   

Employees will receive an email notification every time they have a shift published or unpublished. The details are as follows:

• Email notification for a published shift:
  
• Email notification for an unpublished shift: