This allows you to manage team member availability, team leave and online booking availability from one feature, in one location - making is easier to learn and use, and faster to set and change times.
To Access Rosters:
Go to Calendars > Rosters (found to the right of Month View selector)
In the Roster you will see your Team Members listed in rows
Multiple team members - each team member will have a Roster row and an online booking row
Multiple locations - there is an All Locations dropdown so you can see a team members roster over many locations. You can also select each location from the Location dropdown to view the Roster specific to that location
Each team member’s available times is set in Rosters and added as a Shift.
A team members shift will reflect in their calendar and be seen as grey unavailable times.
If no Roster is set for a team member, then no grey unavailable time is displayed in the calendars.
Roster Controls
Roster is viewable in Month view so you can see at a glance the complete month
The Roster view can be updated using the Business, Location and Previous/Next controls
The selected month is displayed across the ribbon at the top of Rosters
Hovering over the dates of the selected month, highlights the column for easier viewing
Each team member is included in a row
Each team member has a row for Roster, and a row for Online Bookings
Both rows for each team member will be shown by default.
Each team members name & avatar will be displayed.
Based on shift creation, a Hours count is displayed underneath the team member name, this is the total hours for the Month they are rostered. e.g. Jane Smith 25 Hrs.
View Online Booking toggles
The top left ‘View Online Bookings’ toggle, adds and removes all Online Booking rows from the current view for the user. This allows you to easily see just the shifts, and not any online booking times for clarity and better viewing.
Online Booking - on or off per team member.
Against each team member there is a toggle ‘Online?' - this controls turning availability on and off for that team member by just using a single switch.
When this is OFF, that team member cannot be booked for any online bookings (online bookings are paused)
When it is ON, the team member can be booked, as long as it’s within the hours that the user can included for those days (online bookings accepted)
Adding a Shift:
A roster is made up of shifts - shifts are blocks of time that the team member is meant to be working.
A shift is shown in each box corresponding to the team member and date.
If the team member has no shift, the box has a + (indicating that you can add a shift)
If a box is blank, click the box, launching the ‘Add Shift’ screen
If a shift exists, a hover options will display with EDIT or COPY
If EDIT is clicked, the Shift screen with shift details will open, then edit the shift and Save.
If Copy if clicked, hover on another date and a PASTE over state will show. Click that date to paste the copied shift into that date. This will allow you to duplicate shifts quickly using copy and paste.
Add or edit shift, open the Shift screen
The shift screen is modeled off our current appointment screen so it’s familiar.
When you click on a date in Roster month view, and the Shift screen opens, that date will be populated.
A shift date can be changed by clicking on the date in the Shift screen
Complete the Shift details:
Who is working? - Add the team member for the shift. To speed up shift creation you can add multiple team members to the one shift. On Save these times will be added to each team member. When editing each of the team members will need to be edited separately.
Location - select the shift location. The dropdown with default to the current location as selected by you in the Roster
Time - Time is a FROM and TO. Select the Start and Finish times for the shift.
Once selected. the shift length in Hours will be added to the right of the Shift for easy shift length reference.
‘+ Shift’ button allows another shift row to be added. Max of 2 shifts per day/team member (Shift 1 & Shift 2). When a user has 2 shifts in a day, a new row will be added to the Roster Month View calendar for that team member. Only create 2 rows for team members with 2 shifts. Team members with 1 shift, have 1 row only.
+ Break - this allows you to assign a rest break to the team member for that shift. Breaks won't be displayed on the Roster, only in the Shift screen.
'+Leave' - this allows you to assign leave to a team member. Any Leave added, won’t be included as bookable time in the calendar or
Repeat Shift -
Repeat shift of specific days?
On click will reveal the days for the repeated shifts underneath.
You can select the days you want it to repeat. e.g. I want this shift to repeat on a Monday, Wed until Repeat end date 21 April 2022’
A dropdown allows you to select options for recurrence.
Repeat each day
Repeat each week
Repeat each fortnight
Repeat each month
Repeat Until: Select the date for the repeat to end. This adds the shift repeats until the date specified by you
Online Booking:
This is a toggle, if on, the shift hours will be repeated for Online Booking availability for those team members only.
Set the same hours for online booking availability? If selected, the hours will be duplicated for online booking. If not, no hours will be set for online booking.
Notes: notes is a free text box to allow you to add a note to the shift. The note is read only on the Shift screen and displays nowhere else.
Cancel and Save.
On Cancel close the screen
On Save, Save the shift details. A success message will be displayed.
Add Break or Leave:
Click the '+' to launch the screen to add a break/leave and complete the leave details.
Who is working? - Add the team member for the shift.
Location - select the shift location.
Time - Select the Start (From) and Finish (To) times for the Break/Leave.
Select '+ Break' - this allows you to assign a rest break to the team member for that shift. Breaks won't be displayed on the Roster, only in the Shift screen.
Select '+Leave' - this allows you to assign leave to a team member. Any Leave added, won’t be included as bookable time in the calendar or online.
Use the '-' button to the right of the shift/break/leave row to remove.
Save
Online Booking Hours - Set availability using Team Rosters
Managing online booking availability for team members is done using Rosters. In the same way Shifts are added to a team members Roster, Online Booking hours are also added per Location, Per Team Member for greater and centralised control.
Under each Shift row on the Team Member row there is a row ONLINE BOOKING. This must be used to set the times that the team member can be booked online by a client. Setting online booking hours are done exactly the same way a Shift is created. Click to add online booking hours, add the details the team member is available for online bookings, SAVE. These hours will be reflected in the online booking engine when a client makes a booking.
Against each team member there is a toggle ‘Online?' - this controls turning availability on and off for that team member by just using a single switch.
When this is OFF, that team member cannot be booked for any online bookings (online bookings are paused)
When it is ON, the team member can be booked, as long as it’s within the hours that the user can included for those days (online bookings accepted)