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Guides

Getting Started
  Introduction
  Your Business Settings
  Export From Other Systems
  Add An Employee
  Clocking Hours
  Timesheet Software
  Grouping Employees
  Locations

Rostering
  The Roster Process
  Roster Templates
  Roster Calendar
  Calendar View
  SMS Rosters

Timesheets
  The Timesheet Process
  Timesheet
  Timesheet vs Roster
  Timesheet from Roster

Payroll
  The Payroll Process
  A Payrun
  Rate Rules
  Shift Rules
  Break Rules
  Deduction Rules
  Extra Rules
  Time In Lieu
  Public Holidays

Leave Request
  The Leave Request Process
  Leave Request Review
  Leave Payroll Process

Reports
  Payment Summary
  Xero Integration

Other features
  Messaging

SuperChoice
  Processing Super

SuperChoice (Old process)
  Super Slearing House
  SuperChoice Setup
  Adding Super Fund
  Adding Employees
  Super Payment

Employees
  Employee Console
  Smartphone Login
  Push Notification
  Requesting Leave

Developers
  Partner Logo
  API Hello World
  API Add Employee

  Print Guide

Roster templates


The roster template is your first step in the roster process, this guide will explain how to create a template and save it to a week.




Navigate


Menu > Payroll > Rosters > Templates




Creating roster templates


In the top right corner you will see the manage templates button.

Here you can create templates, select a template for editing and save templates to weeks of the fiscal year.


Create your first template by entering an appropriate name and click create.


Each roster template is used to house all roster data for a particular time period.

For example a rotating roster could be named Week 1 and Week 2.

Or you might have a Summer and Winter roster.


There is no limit to how many templates are created.


Each template includes all locations of your business, review the Locations guide before proceeding.


Be sure to fill your first template as your second template can be created from any previous template.


Create template

create-new-roster-template





Select/Remove roster template


In the manage templates area you can select which roster template you would like to edit.


Templates can also be deleted here, once a template is deleted this cannot be undone.


Select template

edit-roster-template





Editing a roster template


In the example below we have previously created two locations called Administration and Sales floor

roster-locations

Select the locations you would like to display, we will select all locations and click display.


Select locations to display

roster-by-location


Now there are two location options for every day of the week.


Locations per day


Start by adding the required number of shifts to each location, for this example we will add 3 to each. Press the + button (1) to add the required number of shifts.


Shift input area

Ishift-input-area-breakdown

Shift input area breakdown

(1) Add new shift

(2) Move a shift up the order

(3) Allocate an employee to a shift

(4) Start time of shift

(5) End time of shift

(6) Break time of shift (not required)

(7) Notes for this shift, this employee

(8) Notes for the location on this day

(9) Highlight the location and day (Mark it important)

(10) Remove a shift


Now we will fill our shifts with some data to see how this is displayed in the display area.


Make sure you have added your employees first, review the Add new employee guide if you have not yet done so.

display-area-breakdown


Fill the roster as desired


Display area break down

(1) 24 hour graphical representation of the shift

(2) The number of hours the employee will get paid for (unpaid breaks deducted)

(3) The cost to the business, calculated from their pay rate and possible overtime hours if applicable

(4) The total hours for this employee for the week

(5) The number of hours for each hour of the day, Example from 1 to 2pm we have 1.5 hours being worked

(6) Total hours being worked by all employees for the day

(7) Total wage cost to the business for the day

(8) The pink area displays times of the day the employee is unavailable to work

(9) Clash with unavailable hours

(10) Unpaid break, also deducted from hours




Above example breakdown


Aaron One
Works a standard work day with a break (Administration).


Alice Thomson
Starts her day in the office then moves onto the sales floor.
In this example she has been rostered on from 9-12 (Admin) and 11-17 (Sales floor).
The end of the first shift is after the start of the next shift, thus there is a clash of one hour that's impossible and highlighted in red.
An amendment should be made to correct this mistake.


Joel Davis
Has a split shift on the sales floor, from 9-12 and 14-17.




Unavailability on the roster


There are 3 types of unavailable hours that will be displayed on the roster.

All unavailable hours are displayed in pink on the roster.

If a set shift clashes with the unavailable hours it will be highlighted red.

Mouseover the pink areas to see why an area has been marked as unavailable.


1. Weekly availability


In each employees profile you can set their available work hours.

For example every Saturday morning James plays football.

We can enter this into his available hours.

If we roster him on during this time a clash will be displayed.

We might choose to roster someone else on or we might know James has a bye this week and choose to ignore the clash.


2. Previously set shifts


If an employee is rostered on from 8 to 12 then they will be made unavailable during that period for all other shifts.

If we try and roster them on during that period, a clash will be displayed.


3. Leave requests


An employee can request time off (annual leave, sick leave or unpaid time off).

Leave requests will be displayed on the roster.

If you roster the employee on during their leave period a clash will be displayed.

Leave requests will only be displayed on the roster calendar.




Budgeting for roster


You can set a budget or hours goal for your roster template or roster calendar.


Roster budget

budgeting-for-roster


If you know how many hours it will take to complete a particular job you can aim for that.


The cost goal can be a budget target for a department or can be a projected income of the business.

With a target budget you can aim for a cost percentage less than 100% of the budget.

If a projected income is entered the cost percentage will be the employee wages as an expense of the business, example 35% might be a goal.


The hide costs button can be used to show/hide cost. This can be restricted to selected employees.




Save roster template to roster calendar


From the manage templates area, you can save the template to the calendar.


When you are happy with your roster template you can save it to a particular week of the fiscal year.


Save roster

save-roster-to-calendar


The next week of the fiscal year will automatically be selected.


For the above example we can see that this is Week 36 starting date 26/2/13


You can save your rosters for an infinite number of weeks into the future.


If a template is saved to a calendar week that has already been saved to, the previous roster data for that week will be over written by the new data.