HelpTeam & rolesSchedule: Rosters

Schedule: Rosters

A roster is a week of shifts that repeats. You build it once — who works which shift on which day — and then give it to people with Assign.

Owner & Manager Where: Schedule → Rosters 4 min read

Quick answer. Press New roster, name it, click the boxes to choose a shift for each day, and press Save roster. Then go to the Staff tab and press Assign to put people on it.

Example A business opens Monday to Saturday. The owner makes a roster called “Shop week” with the shift “Full day” on Monday to Friday and “Short” on Saturday. She assigns it to four people from next Monday. When someone leaves, she assigns the same roster to the new hire. She never rebuilds the week.

Who sees this tab

Staff scheduling must be on. Then the owner, and managers who have Manage the schedule, see Rosters. A roster belongs to one location.

Build a roster

Open Schedule → Rosters and press New roster. With none yet the page says “A roster is a week of shifts that repeats. Make one, then put people on it with Assign.”
Type a Name. The Save button stays greyed out until the roster has a name.
Choose the From date. Weeks before the From date stay as they were. Days the location is closed read “Closed”.
Click a box in the grid. A list of shifts opens — tick one shift, or two for a split day, or choose Day off. In the same list, Copy this box along the row gives that choice to every day of the week. The shifts shown are only the ones you currently offer.
If the location has two or more lines, choose which lines each shift covers. In the box’s list, under the shift, pick All their lines or tick the lines (for example Reception on Monday, Vaccination on Wednesday). The line names then show under the shift in the box. Leave it on All their lines and the person serves every line they are on, as before.
Press Save roster. The page says Saved the roster “Shop week”.

You need at least one shift first. Without one, the ready-made weeks say “Make a shift first, then ready-made weeks are here.” with a Go to Shifts link.

Start from a ready-made week

Start from a ready-made week fills the grid for you. Choose the pattern, then Which shift?

Choice	What it fills in
Mon–Fri	The shift you pick, Monday to Friday.
Mon–Sat	The shift you pick, Monday to Saturday.
Every day	The shift you pick, all seven days.
Same as another roster…	A copy of another roster’s week. You choose it under Which roster?. Shown only when you already have another roster.

If the grid already has shifts in it, you are asked Replace the week you have filled in? Choose Replace or Keep. After filling, the page says “Week filled in. Change any box you like.”

A roster that takes turns

Some businesses rotate — one team works early this week and late next week. Press Staff take turns week by week? and a Repeats every choice appears. Pick 2 to 8 weeks and the grid grows a row per week; Copy week 1 to the other weeks saves typing.

With more than one week, people start on different weeks, so they are put into groups. Group A starts on week 1, group B on week 2, and so on. You can name each group.
Under Who is on this roster, press Add people (or + Add people beside a group) and tick the people. Take … off this roster removes one.
A one-week roster has no groups — just the people.
People added from the Staff tab’s Assign window join a taking-turns roster’s first group.

When you save

If the new week would leave appointments with a named person outside their working hours, you are asked What should happen to them? You can move them to the first available person (each booked visitor with an email gets one email, with a link to change or cancel) or leave them as they are (they stay on the Appointments page marked “asked for [name] — away”).
The Schedule checks run on the saved roster. If they find something, a box says Before you go — 2 things to look at and asks you to tick I have seen this on each one. See Schedule checks.

Edit, copy and delete

Button	What happens
Edit	Opens the roster. The list row shows how often it repeats and how many people are on it.
Duplicate	Makes a copy with “copy” added to its name.
Copy to…	Copies the roster to other locations, without the people. Only shown if you manage another location.
Delete roster	Inside the roster, beside Cancel and Save roster. Removes the roster. It only works when nobody is on it now. If people are still on it you are told “People are still on this roster. Move them first.” Assign them to another roster, then delete.

Common questions

Question	Answer
Where do I put people on a roster?	On the Staff tab, press Assign. See Schedule: the week and Assign.
Does everyone need a roster?	No. “Does everyone just work your opening hours?” Tick “Works whenever we are open” for them in Assign instead.
Can one person serve different lines on different days?	Yes. In the roster, open the day’s box and choose the lines under the shift: Reception on Monday, Thursday and Saturday, Vaccination on Monday, Wednesday and Friday. If you leave a shift on All their lines and the same hours fall on two lines, the Schedule checks flag Same hours, two lines.
Does changing a roster change past weeks?	No. Pick the From date and earlier weeks stay as they were.