Use the Roster to create new shifts, update existing shifts, review staff availability and leave, manage participant requirements, and check shift history.
Before you begin
You need permission to access the Roster and manage shifts for the relevant staff member, participant, or site.
Before creating or editing a shift, confirm that:
The staff member is active.
The participant and site are active, where applicable.
The required shift roles and pay rates are configured.
The staff member has the correct pay calendar.
The staff member is available for the selected date and time.
You have permission to view any related participant information.
Note: This article is intended for authorised administrators and managers who create or manage rostered shifts. Staff members should contact their manager when a rostered shift needs to be changed.
1. Open the Roster
Select Roster or Rostering from the main navigation.
Open the required roster period.
Confirm that the correct date range is displayed.
Select the relevant roster view.
Available roster views may include:
Staff
Participants
Sites
Other organisation-specific roster views
The roster may display existing shifts, leave, availability, and coverage information.
2. Find the correct roster row and date
Locate the staff member, participant, or site.
Move to the correct date.
Review any existing shifts, leave, or availability shown for that day.
Confirm that you are adding the shift to the correct row.
Depending on the selected roster view, staff, participant, or site information may already be selected when the shift editor opens.
3. Create a new shift
Select an empty area on the roster for the required day.
Select the plus icon or available shift-creation option.
The shift editor opens.
Confirm that the correct date has been selected.
The shift editor may contain tabs such as:
Details
Availability
Logs
Location
Allowances
The available tabs depend on the shift status, your permissions, and your organisation’s configuration.
4. Enter the shift details
Open the Details tab and enter or review the shift information.
Fields may include:
Shift date
Start time
Finish time
Break duration
Shift type
Staff member
Shift role
Participant
Site or location
Leave type, where applicable
Shift status
Additional shift information
Confirm that the selected staff member, participant, role, and location are correct.
For overnight shifts, confirm that the finish date and time fall on the intended day.
5. Review the timezone information
The shift editor may display detailed timezone information for the shift.
The displayed information may include:
Shift timezone
Pay-calendar timezone
Local timezone
How the entered date and time will be interpreted
Use the displayed shift or pay-calendar timezone when reviewing the start time, finish time, and shift date.
Note: The shift may appear on a different local date when the shift timezone or pay-calendar timezone differs from your browser’s local timezone.
A warning may appear when the selected timezone could change the date or time under which the shift is displayed.
Review the warning and correct the shift date, start time or finish time where required.
6. Review sleepover information
When the shift includes a sleepover, review the sleepover window shown in the shift editor.
Sleepover information may also appear on related dashboard and roster shift cards.
Confirm that:
The sleepover starts at the intended time.
The sleepover ends at the intended time.
The complete sleepover window is recorded.
The shift includes the required surrounding work periods, where applicable.
A compliance warning appears when the sleepover shift ends before the required eight-hour sleepover window has been completed.
Important: Review and correct the sleepover start and end times when the eight-hour sleepover window warning appears. Review the warning and confirm the intended sleepover period before saving or publishing the shift.
7. Review staff availability
Open the Availability tab to review or record whether the staff member is available for the selected date and time.
Availability options may include:
No Response
Available
Unavailable
Partially unavailable or another organisation-specific status
Review any availability notes.
If the staff member is unavailable for part of the day, compare the unavailable period with the proposed shift time.
Do not assign the shift until any availability conflict has been reviewed.
8. Review leave information
If the staff member has leave recorded for the selected date, leave details may appear in the shift editor or roster.
Review:
Leave type
Leave date
Leave status
Affected shift time
Leave hours
Employment type
The roster may prioritise the approved leave record and display the staff member as unavailable for the affected period.
Changing a weekend shift to Annual Leave
A warning appears when a contracted full-time or part-time employee’s Saturday or Sunday shift is manually changed to Annual Leave.
For these employees, weekend Annual Leave defaults to the applicable weekend worked rate.
Important: Before changing a Saturday or Sunday shift to Annual Leave, review the employee’s employment type, calculated leave hours, and applicable weekend worked rate.
Do not use the previous Annual Leave Penalty option. Version 8.0.0 uses the applicable weekend worked rate for eligible weekend Annual Leave.
9. Review participant requirements
When a participant is assigned to the shift, review any information displayed from the participant profile.
This may include:
Participant requirements
Service or support information
Required qualifications
Shift notes requirements
Required forms
Site or location information
Only access participant information that is relevant to your role and required for service delivery.
Confirm that the assigned staff member meets the participant’s requirements before publishing the shift.
10. Save or publish the shift
After reviewing the shift details:
Confirm the date, start time and finish time.
Confirm the staff member, participant, site and role.
Review availability and leave.
Review timezone information.
Review any sleepover or compliance warnings.
Confirm the shift status.
Select Save to retain the shift as a draft, or select the available publish option when the shift is ready.
A draft shift may remain visible only to users with the required roster-management permissions.
A published shift may become visible to the assigned staff member and may affect:
Staff notifications
Roster coverage
Clocking
Timesheets
Payroll calculations
Leave processing
11. Edit an existing shift
Select the existing shift from the roster.
The shift editor or Multi Shift View opens.
Select the shift you want to update.
Review the current details.
Make the required changes.
Review any warnings.
Select Save or the available update option.
Before editing a past or completed shift, review whether it already has:
Clocking records
Approved Timesheet hours
Leave records
Allowances
Payroll activity
Important: Changes to a past, completed, clocked or payroll-processed shift may affect Timesheets and payroll. Follow your organisation’s correction process before saving the change.
12. Review the Multi Shift View
The Multi Shift View may show other shifts and information linked to the selected date.
Depending on your permissions and organisation settings, you may be able to:
Review several shifts for the same day
View approved leave
Review SCHADS hour information
Open shift details
Copy or cut a shift
Delete a shift
Review participant notes
Review required forms
Not every option appears for every shift.
The available actions depend on the shift status, date, payroll activity and your permissions.
13. Review participant notes and required forms
From the shift editor or Multi Shift View, participant-related information may be available.
You may be able to:
Select the participant note or book icon.
Select View Shift Note.
Review notes linked to the selected shift.
Review required forms.
Confirm whether the required documentation has been completed.
Do not edit participant notes or forms unless you have permission and the change is required for your role.
14. Review shift logs
Open the Logs tab to review the shift’s change history.
The log may show:
Changes to shift details
Staff assignments
Participant assignments
Shift times
Status changes
The user who made each change
Date and time of each change
Use the shift log when you need to confirm how or when a shift was changed.
15. Review clocking location information
Open the Location tab where available.
The location information may show:
Expected shift location
Clock-on location
Clock-off location
Other recorded location information
Use this information when reviewing whether the staff member clocked on or off from the expected location.
The availability of clocking location information depends on the organisation’s clocking and location settings.
16. Add an allowance
The Allowances tab may become available after the shift has been saved.
To add an allowance:
Save the shift.
Reopen the shift.
Open the Allowances tab.
Select the required allowance.
Enter any required quantity or details.
Save the allowance.
Available allowances depend on the organisation’s Finance and payroll configuration.
Confirm that the allowance applies to the selected staff member and shift before saving it.
17. Copy, move or delete a shift
Available shift actions may include:
Copy
Cut
Delete
Copy a shift
Open the shift.
Select Copy.
Move to the required date or roster row.
Paste or create the copied shift.
Review all copied information.
Save or publish the new shift.
Check the copied shift’s staff member, participant, role, date, time, timezone, leave and allowances.
Move a shift
Open the shift.
Select Cut or the available move option.
Move to the required date or roster row.
Paste the shift.
Review the updated shift details.
Save the change.
Delete a shift
Open the shift.
Select Delete.
Review the confirmation message.
Confirm the deletion.
Do not delete a completed or payroll-processed shift without following your organisation’s correction process.
Important notes
Confirm the correct roster date and view before creating a shift.
Review staff availability before assigning a shift.
Review leave before scheduling the staff member.
Use the displayed timezone when checking shift dates and times.
Overnight shifts may affect two calendar days.
Sleepover shifts must complete the required eight-hour sleepover window.
Weekend Annual Leave for contracted full-time and part-time staff may use the applicable weekend worked rate.
Do not use the previous Annual Leave Penalty option.
Save incomplete shifts as drafts.
Review participant requirements before publishing.
Allowances may only become available after the shift is saved.
Changes to past or completed shifts may affect clocking, Timesheets and payroll.
Use the Logs tab to review the shift’s history.
Only authorised users should edit shifts, participant information and allowances.
Troubleshooting
I cannot create a new shift
Confirm that:
You selected the correct roster date.
You selected an empty roster area.
You have permission to create shifts.
The staff member, participant and site are active.
The required roster view is open.
Refresh the roster and try again.
I cannot assign a staff member
Confirm that:
The staff member is active.
The staff member is available.
The staff member belongs to the relevant site or team.
The correct role has been selected.
The staff member meets the participant requirements.
The staff member has the required pay calendar.
The shift appears on the wrong date
Review the shift date.
Review the start and finish times.
Check the displayed shift timezone.
Check the staff member’s pay-calendar timezone.
Confirm whether the shift crosses midnight.
Review any timezone warning in the shift editor.
Correct the date or time before saving.
A sleepover compliance warning appears
The sleepover shift may end before the required eight-hour sleepover window is complete.
Review the sleepover start time.
Review the sleepover finish time.
Confirm the complete eight-hour window.
Correct the shift details.
Save the shift again.
Do not ignore the warning unless the shift has been reviewed according to your organisation’s process.
A weekend Annual Leave warning appears
The selected shift may belong to a contracted full-time or part-time employee and fall on Saturday or Sunday.
Confirm the employment type.
Confirm that Annual Leave is the correct leave type.
Review the leave hours.
Review the applicable weekend worked rate.
Save only after confirming the calculation.
I cannot see the Allowances tab
Save the shift first.
Reopen the shift.
Confirm that you have permission to manage allowances.
Confirm that allowances are configured in Finance.
Confirm that an allowance is available for the selected staff member and shift.
I cannot edit a published or completed shift
Confirm that you have permission to edit the shift.
Review whether the shift has clocking records.
Review whether the Timesheet has been approved.
Check whether payroll has already been processed.
Review the shift logs.
Follow your organisation’s correction process.
The participant notes or required forms are unavailable
Confirm that a participant is assigned to the shift.
Confirm that you have permission to view the participant.
Check whether Shift Notes or forms are required for that shift.
Open the Multi Shift View.
Refresh the roster and try again.
The shift totals or overtime look incorrect
Review the shift start and finish times.
Review the break duration.
Check whether the shift crosses midnight.
Confirm the staff member’s pay calendar.
Review the shift timezone.
Review overlapping shifts and leave.
Check the related Timesheet before payroll is processed.