Simple Rostering keeps the same hours every week. If your team's hours change from week to week, or you want to track leave and wages, switch to Advanced Rostering. Here's how to set it up.
1. Turn on Advanced Rostering
Click your profile at the bottom left, then Settings. Search for Roster Settings and select Enable Advanced Rostering.
While you're there, you can also turn on:
- Automatically Roster Operators Off: every operator starts off "Rostered Off". You then add "Rostered On" items for the days they're working, so the Appointments page opens up for those days.
- Only Show Rostered On Operators: hides an operator's column on the Appointments page on days they're not rostered on. Leave it off and their column still shows, just greyed out.
Hit Save.
2. Create your Roster Types
Roster Types are what you use to roster people on. They show whether someone's working and taking appointments. You start with three: Rostered On (bookings allowed), Rostered Off (no bookings), and Annual Leave (no bookings).
To add your own:
- Go to Admin.
- Select the Rostering tab.
- Click New in the Roster Types section.
- Give it a name, like "Sick Day" or "Training".
- Pick a Display Colour, this is the colour the roster type shows up as on the Roster.
- Turn on No Bookings Allowed if you don't want clients booked in while this type is active. Leave it off for a working shift.
- Turn on Do Not Overwrite if you don't want this roster type cleared when you wipe an operator's future roster. Handy for things like Annual Leave that you don't want accidentally deleted.
- Click Save.
3. Set your opening hours
Your operators can only be rostered on within your opening hours, so set these first.
- Go to Roster.
- Click Opening Hours at the bottom of the page.
- Set start and close times for each day, and tick Closed for days you're shut.
- Click Save.
Tip: if your hours change week to week, set the earliest and latest you're ever open here. You'll use Roster Types in the next step to show when you're actually available each day.
4. Roster your operators on
Go to Roster. Click the + button next to an operator's name, or click an empty cell in their row. This opens the Roster Item Details panel.
- Roster Type: pick one, for example Rostered On if they're working.
- Roster Rate Type: optional. Pick the hourly rate they're earning for this shift, once you've set up your Roster Rate Types.
- Time: set the start and finish. This has to fall inside your opening hours for that day.
- Available Services: optional, and only shows for roster types that allow bookings. Defaults to all services, but you can pick specific ones the operator can perform during this shift.
- Tick the days you want this shift to apply to. Days that clash with an existing item or fall outside opening hours are flagged next to the checkbox.
Click Save and the shift appears straight away. Repeat this for each operator and shift.
Notes
- Repeat Selected copies the whole week you're on for the operators you've ticked, replacing any existing items for the weeks you're copying into. You can't repeat just a single day this way. See How to Roster Yourself On and Off with Advanced Rostering for the exact dialog options.
- If your opening hours change after a shift is saved, re-saving it can fail with a message about the time being outside opening hours or overlapping another shift. This can happen even when you're only changing something unrelated, like the Roster Rate Type. Adjust the shift's time, or update opening hours first, then try again.
- If you clear an operator's future roster and some items don't disappear, check whether that Roster Type has Do Not Overwrite turned on in Admin > Rostering.
- You can track wages with Advanced Rostering too. See Setting up Staff Hourly Roster Rates with Advanced Rostering.
Related articles
How to Schedule Lunch Breaks with Advanced Rostering
Scheduling Two Roster Types On The Same Day with Advanced Rostering
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