Publishing Rosters

  • MypcorpMypcorp

Publishing rosters is a key step in finalising and sharing schedules with your team. It ensures that shifts are visible and actionable for staff while maintaining compliance with organizational policies and roster rules. This article provides a detailed overview of publishing options, workflows, and best practices to streamline the process using MYP Time & Attendance.

What Happens When You Publish a Roster?

Publishing a roster confirms and shares the shift schedule with staff. Once a roster is published:

  • Shifts are visible to staff on their myShifts and accessible through notifications.

  • System-generated warnings and notifications are evaluated based on the publishing settings.

  • Optional bulk notifications can be sent to inform staff of updates.

Publishing Options in Time & Attendance

Time & Attendance provides multiple methods for publishing rosters to suit different needs:

Bulk Publish via Roster Calendar

Use the Roster Calendar to quickly publish multiple shifts:

  • Navigate to Time & Attendance > Roster Calendar.

  • Select the desired roster or program.

  • Use the Bulk Publish option to confirm shifts across a specified date range.

Publishing via Roster Programs

For rosters linked to programs:

  • Go to Time & Attendance > Programs.

  • Select the program containing the roster you want to publish.

  • Use the publishing tools within the program to finalise shifts for all participants.

Publishing Roster Templates

Templates not yet linked to a program can also be published individually:

  • Open the Roster Templates section.

  • Select the relevant template and publish shifts for a chosen timeframe.

Sending Bulk Notifications

When publishing shifts, you can send bulk notifications to staff to inform them of their updated schedules:

  • Customize notification settings in Time & Attendance Settings.

  • Include details about shift updates, locations, and attributes.

 

Publishing Settings: Normal vs. Force Publish

Normal Publish

  • Publishes only shifts that meet compliance and do not have unresolved warnings.

  • Ideal for regular operations to ensure compliance and prevent disruptions.

Force Publish

  • Publishes all shifts, regardless of warnings or unresolved issues.

  • Useful in emergencies or when warnings are acceptable for specific shifts.

Steps to Publish a Roster

Access the Roster

  • Navigate to Time & Attendance > Rosters or the Roster Calendar.

  • Select the relevant roster, program, or template.

Select the Publishing Method

  • Choose Bulk Publish/Unpublish from the menu.

  • Set the Start Date and End Date for the shifts you want to publish.

Review and Confirm

  • Review any warnings generated by the system.

  • Resolve issues for Normal Publish or proceed with Force Publish as needed.

Send Notifications (Optional)

  • Enable bulk notifications to inform staff of the published shifts.

Reviewing Warnings and Notifications

Warnings are essential for maintaining compliance and flagging potential issues with shifts. Common warnings include:

  • Overlapping shifts.

  • Rule violations (e.g., maximum shift lengths, insufficient breaks).

  • Missing details like staff assignments or required attributes.

Always address warnings before publishing when possible to ensure smooth operations.

Best Practices for Publishing Rosters

  • Review Settings Before Publishing:

    • Check Time & Attendance Settings for notification preferences, default addresses, and mandatory attributes.

  • Use Normal Publish for Compliance:

    • Opt for Normal Publish in routine scenarios to ensure all shifts are validated.

  • Document Overrides:

    • When using Force Publish, note the reasons for overriding warnings for accountability and audits.

  • Notify Staff Promptly:

    • Use bulk notifications to ensure staff are aware of any updates or changes.

  • Test Publishing Workflows:

    • Run test rosters in non-critical periods to identify gaps in settings or configuration.

Example Scenarios

Scenario 1: Bulk Publish for a Week

  • Situation: A weekly roster has been finalized with no warnings.

  • Action: Use the Bulk Publish option in the Roster Calendar to release the schedule for the week.

Scenario 2: Publishing a Program-Based Roster

  • Situation: A roster linked to a day program needs to be finalized.

  • Action: Open the relevant program in Time & Attendance and publish shifts for all participants and staff.

Scenario 3: Force Publish in an Emergency

  • Situation: A last-minute adjustment introduces warnings for overlapping shifts.

  • Action: Use Force Publish to quickly release the updated schedule, with a note to address the issue later.

Publishing rosters is a vital step in ensuring that schedules are shared effectively and that staff are informed of their shifts. By leveraging Time & Attendance’s publishing tools and adhering to best practices, you can maintain compliance, streamline communication, and adapt to changing requirements.