1. Employment Hero Help Centre (UK)
  2. Payroll Web Platform
  3. Rostering
  4. Shifts
  5. Management

Shift management | Payroll Web Platform

Jimmy
Updated

As an organisation, you may base your staffing hours on a rostering platform whereby you allocate employees' certain hours they need to work per week based on workload demands. By using rostering software, you can take the heavy administration out of this process for your managers, freeing up their time to work on more important areas such as managing and supporting their employees.

The Rostering module within the payroll platform has a Shift Management feature that allows you to create employee shifts and include details such as start and end times, work types, and the role it falls under. You can also use this feature to publish the created shifts to your employees, approve, or decline a shift swap, edit the shift details if they change, and delete a record if it is no longer required.

Availability

Payroll Plan:   Standard   Premium

Getting Started

Creating a shift
  1. Click the Rostering menu.
  2. Click on the shift panel that represents the day that needs a shift created.
    Shift_1.jpg
  3. In the Create Shift panel complete the following fields:
    • From time.
    • To time.

    Helpful Hint

    Click the Add Break button to add a break in.

    • Break start.
    • Break end.

    Helpful Hint

    Click the Minus button to delete an added break.

    • Location.
    • Qualifications.

    Helpful Hint

    The Qualifications field will only appear if an admin has enabled qualifications.

    • Employee.
    • Work type.

    Helpful Hint

    The Work Type field will only appear if an admin has enabled work types.

    • Role.

    Helpful Hint

    The Role field will only appear if an admin has enabled shift roles.

    • Note.
  4. Click the Save button.

    Helpful Hint

    When you add multiple users in the employee’s field, this will automatically create the same shift for the selected employees.

    Shift_2.jpg

Daily activities

Approving a shift swap
  1. Click the Roster menu.
  2. Click the Roster Actions button.
  3. Click the Shift Swaps button.
    Shift_6.jpg
  4. Click the Approve button.
    Shift_7.jpg
  5. Click the Approve button.
    Shift_8.jpg
Declining a shift swap
  1. Click the Roster menu.
  2. Click the Roster Actions button.
  3. Click the Shift Swaps button.
    Shift_6.jpg
  4. Click the Reject button.
    Shift_12.jpg
  5. Enter the reason for declining the shift swap.
  6. Click the Reject button.
    Shift_17.jpg
Publishing a shift: Individually
  1. Click the Roster menu.
  2. Click on the employee shift that needs approving.
    Shift_13.jpg
  3. Click the Publish check box.
  4. Click the Save button.

    Helpful Hint

    A published shift will change from an orange circle to a blue circle on your displayed roster.

    Shift_14.jpg
Printing your shifts
  1. Click the Roster menu.
  2. Click the Roster Actions button.
  3. Click the Print button.
    Shift_10.jpg
  4. Complete the following fields:
    • Date range.
    • Report format:
      • Day.
      • Week.
    • Group by:
      • Business.
      • Location.
    • Then:
      • Sort by employee.
      • Sort by role.
      • Sort by start time.
    • Set the Hide Employee with No Shifts toggle switch to On or Off.
    • Locations:
      • Set the Include Sub-locations toggle switch to On or Off.
    • Shift status:
      • All.
      • Accepted.
      • Published.
      • Unpublished.
    • Employees:
      • Set the All Roles switch to On or Off.
      • Set the Show Leave switch to On or Off.
      • Set the Show Unavailabilities toggle switch to On or Off.
      • Set the Show Breaks toggle switch to On or Off.
      • Set the Show Durations toggle switch to On or Off.
      • Set the Show Higher Clarifications toggle switch to On or Off.
      • Set the Show Notes toggle switch to On or Off.
      • Set the Show Qualifications toggle switch to On or Off.
      • Set the Show Roles toggle switch to On or Off.
      • Set the Show Work Types toggle switch to On or Off.
      • Set the Locations on Shifts toggle switch to On or Off.
  5. Click the Print Roster button.
    Shift_20.jpg
Publishing a shift: In bulk
  1. Click the Roster menu.
  2. Click the Publish Shifts button.
    Shift_15.jpg
  3. Click the Publish button.

    Helpful Hint

    A published shift will change from an orange circle to a blue circle on your displayed roster.

    Shift_16.jpg
Unpublish a shift: Individually
  1. Click the Roster menu.
  2. Click on the employee shift that needs un-publishing.
    Shift_24.jpg
  3. Un-tick the Publish check box.
  4. Click the Save button.

    Helpful Hint

    A removed shift will change from a blue circle to an orange circle on the employee roster.

    Shift_25.jpg
Unpublish a shift: In bulk
  1. Click the Roster menu.
  2. Click the Unpublish Shifts button on the top left of the screen.
    Shift_21.jpg
  3. Click the Unpublish button.

    Helpful Hint

    An unpublished shift will change from a blue circle to an orange circle on the employee roster.

    Shift_26.jpg
Viewing an employee's roster details
  1. Click the Roster menu.
  2. Click the Roster Actions button.
  3. Click the Employees button.
    Shift_9.jpg
  4. Enter the name of the employee into the Search field.
  5. Click on the employee name that needs roster details viewed.
    Shift_18.jpg

    Helpful Hint

    You can now use the following tabs to see the employees' roster details:

    • Work summary.
    • Availability.
    • Details.
    Shift_19.jpg

Editing data

Copying a shift
  1. Click the Roster menu button.
  2. Click the Roster Actions button.
  3. Click the Copy Shifts button.
    Shift_3.jpg
  4. Complete the following fields:
    • Who.
    • Select the period:
      • This week.
      • This fortnight.
      • Specific date period.
    • Copy to:
      • Next week.
      • Specific date.
    • For ‌shifts that cannot be assigned to employees:
      • Copy as unassigned shifts.
      • Do not copy.
  5. Click the Copy Shifts button.
    Shift_4.jpg

    Helpful Hint

    You will now see a status screen, showing what shifts did successfully copy and the shifts that did not successfully copy.

  6. Click the Close button.
    Shift_5.jpg

Data management

Editing a shift

Important

You can only edit a shift that has the status of unpublished.

  1. Click the Roster menu.
  2. Click on the employee shift that needs editing.
    Shift_27.jpg
  3. Make the required changes and click the Save button.

    Helpful Hint

    You can change a shift time or date by dragging the created shift to a new position on the roster overview screen. The ability to allocate shifts by clicking and dragging is only available for shifts in drafting stage.

    Shift_28.jpg
Exporting your shifts
  1. Click the Roster menu.
  2. Click the Roster Actions button.
  3. Click the Export button.
    Shift_11.jpg
  4. Select the required date range.
  5. Click the Export Roster button.

    Helpful Hint

    The roster downlands as an Excel xlsx file.

    Shift_23.jpg

Deleting data

Deleting a shift: Individual shift
  1. Click the Roster menu.
  2. Click on the employee shift that needs deleting.
    Shift_27.jpg
  3. Click the Delete this Shift button.
    Shift_29.jpg
  4. Click the Delete button.
    Shift_30.jpg
Deleting a shift: All unassigned shifts
  1. Click the Roster menu.
  2. Click the drop-down arrow on the Delete Shifts button.
  3. Click the Delete Unassigned Shifts buttons.
    Shift_31.jpg
  4. Click the Delete button.
    Shift_32.jpg
Deleting a shift: All shifts
  1. Click the Roster menu.
  2. Click the Delete Shifts button.
    Shift_22.jpg
  3. Click the Delete button.
    Shift_33.jpg

Author recommended

So you have now managed your shifts and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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