Open the Roster
Go to Rostering from the main navigation.
Open the relevant roster week or date.
Check that you are viewing the correct staff member, participant, or site.
Existing staff, participants, and sites may be selected automatically depending on the page you opened the roster from.
Create a New Shift
Select an empty space on the roster for the correct day.
Select the plus icon to create a new shift.
The shift details window will open.
Enter the Shift Details
In the Details tab, enter or review the shift information.
Depending on your organisation’s setup, this may include:
Shift location
Shift type
Start and finish time
Break duration
Staff member
Shift role
Participant
Additional shift details
Leave type, where applicable
Shift status, such as Draft or Published
Select Save to keep the shift as a draft, or select the available publish option when the shift is ready to be shared.
Important: Confirm the correct date, time, staff member, participant, site, role, pay rate, and shift details before saving. Changes may affect roster coverage, payroll, timesheets, and staff notifications.
Set Staff Availability
Use the Availability tab to record whether the staff member is available for the selected day.
The available options may include:
No Response: The staff member has not confirmed their availability.
Unavailable: The staff member cannot work during the selected time.
Unavailable for part of the day: The staff member is unavailable for part of the selected day.
Add notes if needed, then select Save.
Availability information helps managers avoid scheduling staff when they are not available.
Review Leave Information, Where Required
If the staff member has approved leave, review the leave information shown in the shift details.
A staff member may have a shift role and leave type assigned for the same day. However, the roster will prioritise the leave type and display the staff member as unavailable for that period.
Review the leave details carefully before saving.
Review Shift Logs
Open the Logs tab to review the history of updates made to the shift.
The log may show:
Changes to shift details
Staff assignments
Shift times
Status changes
Other updates made to the shift
Use this tab when you need to confirm who changed a shift and when the update was made.
Review Clocking Location Details
Open the Location tab to view clock-on and clock-off information for the shift, where available.
This may help you review whether the staff member clocked on or off from the expected location.
Add Allowances, Where Available
After a shift has been saved, authorised staff may be able to open the Allowances tab.
Use this tab to add applicable shift allowances when required.
Allowance options depend on your organisation’s payroll and Finance settings. Refer to the Finance documentation or contact your payroll administrator if you are unsure which allowance applies.
Edit an Existing Shift
Select the shift from the roster.
The Multi Shift View will open.
Review the existing shift details.
Make the required updates.
Select Save to apply your changes.
The Multi Shift View may allow you to:
Review the staff member’s approved leave
View shifts scheduled for the same day
Review SCHADS hour information, where applicable
Copy, cut, or delete shifts
Edit shift details
Important: Review any existing leave, approved timesheets, clocking records, or payroll activity before changing a past or completed shift.
Review Participant Notes and Required Forms
From the Multi Shift View, you may be able to review information linked to the selected participant.
Where available, you can:
Select the red book icon to view participant shift notes
Select View Shift Note to view the participant’s notes
Review required forms linked to the shift
Only access participant information that is relevant to your role and required for service delivery.
Check Participant Requirements
A shift may display participant-related requirements, including:
Participant requirements from the participant profile
Shift status
Approved leave
Shift ID
Shift type
Review these details before assigning staff or publishing the shift.
Important Notes
Save a shift as a Draft when it is not ready to be published.
Review staff availability before assigning or changing a shift.
Check participant requirements before assigning a staff member.
Review leave details before scheduling a staff member on the same date.
Allowances may only be available after the shift has been saved.
Changes to past, clocked, approved, or payroll-processed shifts may affect timesheets and payroll.
Use the Logs tab when you need to review a shift’s change history.
Only authorised users should edit participant notes, requirements, or shift allowances.
Troubleshooting
I cannot create a new shift
Check that:
You are viewing the correct roster date.
You selected an empty roster space.
You have permission to create rostered shifts.
The staff member, participant, or site is active.
I cannot assign a staff member
Check that:
The staff member is active.
The staff member is available for the selected time.
The correct site, role, or participant has been selected.
The staff member has the required permissions or qualifications, where applicable.
I cannot see the Allowances tab
The Allowances tab may only appear after the shift has been saved and when the staff member has the required permissions.
Check the shift has been saved, then contact your payroll administrator if the allowance option is still unavailable.
I need to change a published or completed shift
Review the shift logs, timesheets, clocking records, and payroll status before making changes. Follow your organisation’s payroll correction process where the shift has already been processed.