Rosters Settings

Purpose: The Rosters Settings in Time & attendance allow organisations to configure how rosters and their templates are displayed and managed. These settings streamline the scheduling process, ensure compliance, and enhance usability by controlling roster visibility, shift details, and restrictions.

Key Features and Configurations

Display Shifts in Templates Up to X Weeks Ahead

• Description: Configure how far in advance shifts are displayed for rosters using templates.

• Default Setting: 12 weeks ahead.

• Purpose: Provides foresight for staff and management, enabling better planning and resource allocation.

• How to Configure:

  • Set the number of weeks in the Rosters Settings panel.

  • Save changes.

CHSP PoS Expiry Warning

• Description: Set warnings for when CHSP (Commonwealth Home Support Program) Point of Service (PoS) agreements are nearing expiry.

• Default Setting: 28 days before expiry.

• Purpose: Ensures timely renewal of CHSP agreements and avoids service interruptions.

• How to Configure:

  • Set the number of days for the warning in the settings.

  • Save changes.

Show Shift Costs

• Description: Display the cost of each shift in the roster view.

• Purpose: Enables budget tracking and financial planning.

• How to Configure:

  • Enable Show Shift Cost in the settings.

  • Save changes.

Show Only Permitted Rosters in Drop-Downs

• Description: Restricts roster visibility to those that the staff member is permitted to view.

• Purpose: Enhances security and usability by limiting options to relevant rosters.

• How to Configure:

  • Enable Show Only Permitted Rosters in the settings.

  • Save changes.

Display Assets on the Calendar

• Description: Shows assets (e.g., vehicles, equipment, or locations) associated with shifts on the roster and roster template calendars.

• Purpose: Provides clarity and avoids conflicts in asset usage.

• How to Configure:

  • Enable Display Assets in the settings.

  • Save changes.

Display Mandatory Attributes

• Description: Highlights mandatory attributes (e.g., certifications, licenses) on the roster and roster template calendars.

• Purpose: Ensures compliance by clearly identifying required attributes for shifts.

• How to Configure:

  • Enable Display Mandatory Attributes in the settings.

  • Save changes.

Display Staff and Client Initials

• Description: Displays staff and client initials on the roster and roster template calendars.

• Purpose: Simplifies shift identification for quick reference.

• How to Configure:

  • Enable Display Staff and Client Initials for both rosters and templates in the settings.

  • Save changes.

Exclude Roster Managers from Eligible Staff Lists

• Description: Prevents roster managers from being included in the list of eligible staff for shifts.

• Purpose: Ensures roster managers are not accidentally assigned shifts they are managing.

• How to Configure:

  • Enable Exclude Roster Managers in the settings.

  • Save changes.

Exclude Staff on Leave or With Concurrent Shifts

• Description: Automatically excludes staff who are on leave or already assigned to overlapping shifts from the eligible staff list.

• Purpose: Prevents scheduling conflicts and ensures staff availability.

• How to Configure:

  • Enable Exclude Staff on Leave and With Concurrent Shifts in the settings.

  • Save changes.

Practical Applications

• Long-Term Scheduling:

  • Use the 12-week display setting for creating and managing long-term rosters efficiently.

• Budget Control:

  • Enable shift cost display to monitor and manage expenses in real time.

• Compliance Assurance:

  • Highlight mandatory attributes to ensure only qualified staff are assigned shifts.

Warnings and Best Practices

• Overlapping Shifts: Always enable exclusions for staff on leave or with concurrent shifts to avoid scheduling conflicts.

• Security: Limit roster visibility using the permitted rosters setting to ensure data security.

• Planning: Regularly update CHSP PoS expiry warnings to align with organisational contracts.

Troubleshooting

• Issue: Assets not displaying on the calendar.

  • Solution: Verify that the assets are properly assigned to shifts in the roster.

• Issue: Staff showing up ineligible for shifts.

  • Solution: Ensure attributes, availability, and permissions are correctly configured.

• Issue: Overlapping shifts appearing in the roster.

  • Solution: Confirm that exclusions for leave and concurrent shifts are enabled.

Practical Example

A support organisation uses the Display Mandatory Attributes setting to highlight staff certifications like Seizure Management on the roster calendar. This ensures that only qualified staff are scheduled for shifts.