Go to Admin > Configuration
From the left navigation menu, click Admin.
At the top of the Admin page, click Configuration.
In the left-side configuration menu, click Roster.
The Roster configuration page is used to manage settings that affect shifts, roster display, clock adjustments, allowances, and public holidays.
Set the Default Shift Role
The Default Shift Role section lets you choose the default role for new shifts.
Use the Shift Role dropdown to select the role that should be applied automatically when new shifts are created.
Click Save after making changes.
Set the Default Staff Pay Calendar
The Default Staff Pay Calendar section lets you assign a default pay calendar to new staff.
Use the Pay Calendar dropdown to choose the default pay calendar.
If no pay calendar is selected, new staff will not be assigned to a pay calendar automatically.
Click Save after making changes.
Set the Default Roster Pay Calendar
The Default Roster Pay Calendar section controls the default pay calendar used for the roster view.
Use the Pay Calendar dropdown to select the default pay calendar for roster totals.
If set, the roster will default to this pay calendar instead of the Staff View.
Click Save after making changes.
Manage Shift Roles
The Shift Roles section lets you create or manage shift roles that can be assigned to shifts within the roster.
Use the Shift Roles dropdown to manage available shift roles.
Shift roles can help organise shifts by role type and may also support roster colour rules.
Click Save after making changes.
Configure Roster Colours
The Roster Colours section controls how shifts appear visually on the roster.
Roster colour rules are checked from top to bottom. The first matching rule sets the shift colour.
You can use roster colours for shift types such as:
Leave shifts
Contracted shifts
Non contracted shifts
Custom rules
You can:
Expand a colour rule to view or edit its details
Drag rules to change their priority
Add a new colour rule
Save changes after updating the rules
Important note:
Roster colour rules only affect roster display colours.
Rules do not change shift times, leave types, pay rates, contracted status, or staff employment details.
Configure Site View Hours
The Site View Hours section controls which shift roles are included in site view hour totals.
Use the Included Shift Roles dropdown to select which roles should count towards site view totals.
Leave the field empty to include all roles.
Click Save after making changes.
Manage Allowance Warnings
The Allowance warnings section controls whether warning messages appear when editing or moving shifts.
Available warning settings shown include:
Show First Aid allowance warnings
Show sleepover allowance warnings
Turn these options on if staff should be warned when changes may affect First Aid or sleepover allowances.
Turn them off if you do not want these warnings to appear.
Click Save after making changes.
Configure Pending Shift Clock Adjustments
The Pending Shift Clock Adjustments section controls automatic clock-off behaviour and approval thresholds for clock requests.
Settings shown include:
Automatically clock off ended shifts
Turn this on if the system should create a clock-off event when a scheduled shift has ended and the latest staff work event is still a clock-on.
Early Clock-On Threshold
Enter how many minutes before a scheduled shift staff can clock on without approval.
If they clock on earlier than this threshold, they may need to provide a reason and request approval.
Unrostered Option Threshold
Set how many minutes before the next rostered shift the unrostered clock-on option should appear.
Set this to 0 to show it on every early clock-on prompt.
Late Clock-Off Threshold
Enter how many minutes after a scheduled shift staff can clock off without approval.
If they clock off later than this threshold, they may need to provide a reason and request approval.
Pending Shift Request Notification Emails
Enter one or more comma-separated email addresses to notify when staff submit early clock-on or late clock-off pending shift requests.
These emails are for notifications only. Approving or denying requests still requires the correct roster permissions.
Click Save after making changes.
Configure Public Holidays
The Public Holidays section lets you assign public holidays to branches.
Use the Public Holidays dropdown to manage public holiday settings.
For public holidays to be used within the roster and finance, a branch must be assigned.
Click Save after making changes.
You can also use the linked article on the page to learn more about Configure Custom Roster Public Holidays.
Important Notes
Each section has its own Save button.
Save the section you updated before leaving the page.
Roster colour rules are applied from top to bottom.
Allowance warnings help staff notice changes that may affect shift allowances.
Pending shift adjustment thresholds control when approval is required for early clock-on or late clock-off requests.
Public holidays may affect roster and finance calculations when connected to branches.
Troubleshooting
If changes are not saving:
Make sure you clicked the correct Save button for the section you edited.
Check that you have permission to update roster configuration.
Refresh the page and try again.
If roster colours are not appearing as expected:
Check the order of the colour rules.
Confirm the shift matches the selected rule conditions.
Remember that the first matching rule is applied.
If staff are being asked for approval unexpectedly:
Review the Early Clock-On Threshold.
Review the Late Clock-Off Threshold.
Check whether the staff member is clocking on or off outside the allowed time range.
If public holidays are not applying:
Confirm the public holiday is assigned to the correct branch.
Check the staff member or shift branch.
Review related roster and finance settings.