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Rosters

Using the roster editor

How the roster editor works: the week strip and summary, the 15-minute grid, roles, day notes, changing a day's hours, sorting staff and the daily totals.

5 min read

The roster editor shows one week, Monday to Sunday, with a card for each day. Every staff member has a row, and every hour is split into four 15-minute slots, so you can roster a 9:15 start or a 2:45 finish exactly. Drag (or tap) along a row to add a shift, and every change saves automatically.

Opening the editor

Click Stores, open your store, then click This week, Next week's roster, or any week in the Weeks list on the Rosters tab. To get back to the store, click the store's name above the week's date.

The top of the editor

  • The week's date and status: a Draft, Published or Locked badge sits next to the date, with the full date range underneath.
  • The buttons: a warnings button (only if someone is under or over their contracted hours), More (copying, lock, unpublish and PDF downloads) and one main button: Publish & notify for a draft, or Notify staff once it's published. On a phone these sit just below the title. See Publishing, notifying and locking rosters.
  • The week strip: five weeks around the one you're on, each labelled This week, Next week, Last week and so on, with a green dot for published weeks, a grey dot for drafts and a padlock for locked weeks. Click one to jump to it, or use the arrows for a week at a time. On a phone you see three weeks.
  • The week summary: the week's total hours, how many people are rostered and, if you can see wages, the wages. Below it is a row of days showing each day's hours. Click a day to jump to it, which saves a lot of scrolling on a phone. A star marks a public holiday.

Adding and removing shifts

  • Computer: click and drag along someone's row. Drag over a shift to remove it.
  • Phone or tablet: tap where the shift starts, then tap where it ends. See Rostering on your phone.

Blue slots are rostered time. Light green and light red shading shows when that person has marked themselves available or unavailable. See Setting your availability. Your own row is highlighted and marked You.

A person can have more than one shift in a day: just leave a gap between them. Gaps are also how you show breaks.

The day header

Each day's card shows the day and date, any public holiday as a blue label with a star, and Saving… or Saved as your changes save. On the right:

  • Note: add a message for the team, like Stocktake after close. It saves when you click away. Click the bin icon next to the note to delete it. Notes show on the published roster, in the roster email and in the PDFs.
  • The ⋯ menu for that day:
    • Change hours…: if one day runs longer or shorter than usual, pick a Start Hour and End Hour and click Change Hours. If you shrink the day, shifts outside the new hours are lost.
    • Copy to the day before or after (for example Copy to Tuesday…): replaces that day's shifts with this day's shifts.
    • Clear day…: removes every shift on that day. This can't be undone.

New Zealand public holidays show automatically. See Public holidays on your roster.

Roles

If your store has roles set up in its Settings (for example Barista, Kitchen), a Role column appears with a dropdown for each person on each day. Choose one to show what they're doing that day, or leave it as No role. Roles appear on the roster your staff see and in the PDFs. See Store settings.

Sorting staff

Click the sort icon next to Staff at the top of a day and choose Staff page order or Alphabetical. The choice applies to the whole store. To set the order, go to the store's Staff tab, click the order button above the list and choose Change custom order…, then drag people into place and click Save order.

Totals under each day

  • hours: total hours for everyone that day.
  • wages: if you can see wages. See Wage costs and estimated sales.
  • Estimated sales: type in your expected takings. If you can see wages, the wage cost percentage shows next to it.

Locked rosters

A locked roster can't be changed. A banner says This roster is locked, so shifts can't be changed. Click Unlock in the banner (or More, then Unlock roster) to edit it again. See Publishing, notifying and locking rosters.

What employees see

Employees never see drafts. Once a roster is published, they see their own shifts on their Timetable, and Full roster there shows the whole team day by day, with holidays and day notes. They can't change anything. See Your Timetable.

Who can do this

Owners and managers can edit rosters. Employees only see published rosters, read only.