Shift management via the payroll platform

Available for the following Payroll plan: Premium

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.

Helpful Hint

A useful trick to copy individual shifts quickly is to hold the Shift key on your keyboard, click an existing shift, either published or unpublished, and then drag the field to the relevant day. The platform will copy the shift as unpublished.

  Interactive learning

Interactive demo: Creating a shift

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

Publishing a shift: Individually
When you publish a shift the following things happen:
  • An email is sent to the employee letting them know that they have been assigned a new shift
  • The shift becomes visible in the employee roster
  • The shift is made read-only in the shift dialog
  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

Important

Please note that this will be printed in PDF format only.
Publishing a shift: In bulk

When you publish a shift the following things happen:

  • An email is sent to the employee letting them know that they have been assigned a new shift
  • The shift becomes visible in the employee roster
  • The shift is made read-only in the shift dialog
  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.
    You can make the following changes:

    Move shifts

    You can quickly move shifts by clicking and dragging them to another shift tile. If you move the shift to another 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

    You can quickly adjust the start or end of a shift in day view by clicking and dragging the start or end of a shift. As soon as you drag the shift to it is new start or end time, the new start or end time for that shift will be automatically updated.


    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. A dialogue box will come up and you can enter the date/s for which you wish to export from the roster. The date selection will be defaulted to the roster period that is showing in your current roster view, however, you can change this by clicking on the date field and selecting from:
    • This Week

    • Next Week

    • This Fortnight

    • Next Fortnight

    • Today

    • Tomorrow

    • Custom 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

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