Roster Calendar

The Roster Calendar is where you plan who works when. Each week shows every day, with a row for each Location, or for each Role at a Location, and the shifts you add under it. Your staff see a week once you lock it.

Navigate to Menu > Rosters > Roster Calendar.

Before you roster

• Your Locations are set up. See Locations.
• To roster by Role, each Role is linked to its Locations. See Roles.
• Your staff can work at those Locations. See Groups.

Choose the week and Locations to show

The bar at the top decides what the calendar shows. Choose the week from the week list, or move with the arrows either side of it. Weeks are numbered from the start of the financial year, and a locked week shows Locked after its dates.

Click Display to show the calendar with your choices.

Add a shift

1. Find the day, then the Location row the shift belongs to, or its Role row if you use Roles.
2. Click + on that row. An empty shift appears. To add several at once, hover over + and enter how many.
3. Choose the employee. The list groups staff as Available, Unskilled, Unavailable, Rostered On and On Leave for that time. Choose Open for a shift with nobody in it yet.
4. Enter the Start and End times, for example "17:00" and "21:00", and the Break start time if you roster breaks.

Each change saves as you make it. There's no Save button. A shift that ends after midnight goes on the day it starts, for example "22:00" to "06:00" on Friday.

Each shift also has a Job, if the Location uses Jobs, and a Note your staff can read. The eye icon hides a shift from staff, the copy icon copies it, and the bin deletes it. To paste a copied shift, click the paste icon that appears on any Location or Role row.

Change several shifts at once

Tick the shifts you want, or tick a row's box to select all its shifts. A bar appears with Copy, Delete and Time. Time changes the start or end time of every selected shift, or moves them all earlier or later by the same amount.

Each Location or Role row also has its own settings for that day:

• A Job list: Set blank to: gives every shift with no Job the Job you choose, and Clear all jobs removes them.
• A note for the whole row.
• Hide all Shifts for the day and Highlight location for day for what your staff see.

Check shifts against availability and leave

With Graphics on, each shift's hourly graph shows when the employee can't work:

Hover over the colour to see why, such as their Weekly Availability or the skill they haven't completed. Staff set their weekly availability on the Employee Console, or you can set it on their profile under Availability.

Keep the roster to your budget

The budget box at the bottom of the calendar compares the week with your goals: Hours Goal, Cost Goal, Total Hours Rostered, Total Est Cost, Goal vs Roster Difference and Percent of Goal.

The goals start from each Location's hours and cost goals, and you can change them for the week. Close the box with its X, and bring it back with Show budget.

Lock the week and notify your staff

Staff can't see a week until it's locked. Until then, their Employee Console shows "Roster not set yet".

1. Show the week and the Locations you want to publish, then click Lock. The Send Roster Notifications window opens.
2. Under Select Notification Types:, tick Microkeeper App, Email, SMS (10c per sms) or any mix.
3. Choose All Rostered Staff, or Only Updated Shifts to notify only staff whose shifts changed since the last notification.
4. Click Send, then Back to Rosters. Click Skip to lock without notifying anyone.

Only staff at the Locations shown are notified. To notify staff again later, click More Actions > Send Notifications.

To change a locked week, click Unlock, make your changes, then lock it again. Your staff can't see the week while it's unlocked. Who can lock and edit locked weeks is set in Roster Settings.

Clone a week into other weeks

1. Show the week you want to copy, with the Locations and days you want to copy.
2. Click More Actions > Clone Week. The Clone Roster window opens.
3. Under Clone to:, choose Calendar, then Single Week and the week, or Multi Week and two or more weeks. Choose Template to save the week as a roster template instead.
4. Tick Reset Job allocation? to clear the Jobs on the copied shifts.
5. Click Clone, check how many shifts each week will replace, then click Confirm Clone.

To start each week from a standard week, see Roster Templates.

Import a roster from a spreadsheet

Click More Actions > Import CSV and choose a CSV file. The first row is a header, and each other row is a shift with these columns, in this order:

1. Employee: their username or employee ID.
2. Date: dd/mm/yyyy.
3. Start Time and End Time: HH:MM, in two columns.
4. Location: its title.
5. Role: its title, if the Location uses Roles.
6. Optional: Job, Break Start Time, Note and Hide (0 or 1).

A file can cover up to 62 days. To get a file in the right format, click More Actions > Export CSV on a week you've rostered.

Print or share the roster

• Calendar View, under More Actions, lays out the roster for printing. Choose the Locations, dates and columns at the top, then print it or save it as a PDF from your browser.
• PDF Export, under More Actions, gives a plain list of shifts, ordered as rostered, by employee, by start time or by end time.
• Staff can add their shifts to their phone or computer calendar. See Calendar Feed.

What your staff see

Once a week is locked, staff see their shifts in the Roster section of the Employee Console and the Microkeeper app, with each shift's Location, Role, times and note. Whether they can also see who else is working is set by Full Roster in Roster Settings.

If you turn on Roster Confirmation in Roster Settings, staff accept or decline each shift, and you're emailed when they decline. Each shift on the calendar then shows its status: #P pending, #A accepted or #D declined.

Roster Calendar troubleshooting

Guides related to the Roster Calendar

• Roster Templates
• Roster Cycles
• Shift Bidding
• SMS Rosters