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Plan the roster

The Roster shows who is working with the participant, and when. Administrators plan it. Everyone else can read it, and sees their own shifts first.

This page is for administrators. Support workers and family members will want My shifts.

The Week view

Open Roster. As an administrator you land on Week, a Monday to Sunday grid. Every date and time is in your organisation's time zone, which is named under the week heading.

  • Previous week and Next week step through the weeks.
  • This week jumps back to the current week.
  • Cancelled shifts are hidden unless you switch on Show cancelled shifts and appointments. A line beside the switch says how many are hidden.

The other tabs are Templates (for shifts that repeat), My shifts and Missing notes (see Link a shift note to your shift).

Add a shift

  1. Choose Add shift, or use the add control on a day in the grid.
  2. Choose the Shift type. Shift types are kept in Admin, under Shift types.
  3. Choose the Date, then the Start and End times.
  4. Tick the Workers who are working it. You can tick none, one, or several.
  5. Optionally add an Admin note. The workers assigned to the shift can see it.
  6. Choose Add shift.

Overnight shifts

If the end time is earlier than the start time, the shift ends the next day. The form says Ends the next day (+1) and the roster marks the shift with +1. If you set the start and end to the same time, the shift runs for 24 hours.

Open shifts

Leave Workers empty and the shift is kept open: it is on the roster, but nobody is on it yet. Open shifts are highlighted so they are easy to find. See Coverage and open shifts.

Two places at once

If a worker you tick already has another shift that overlaps this one, the form shows Possible double-booking with the other shift beside their name. It is a warning, not a block: you can still save, because sometimes a handover really does overlap.

Change a shift

Select a shift in the grid to open it. You can change the type, date, times, workers and note, then choose Save changes.

Once a shift has started, its date, times and type are locked. You can still change the workers and the note, and the change is recorded in the shift's history.

If the shift belongs to a repeating pattern, you are asked whether the change is for this shift only or for this and all following shifts. See Repeating shifts and edit scopes.

Cancel a shift

Open the shift and choose Cancel shift. You can add a reason if you want to. The shift stays on the roster marked Cancelled: shifts are never deleted. If you cancelled by mistake, open the shift and choose Reinstate shift.

See what changed

Open a shift and choose the History tab. It lists, in plain words and in order, when the shift was created, who was assigned or taken off, what was changed, and whether it was cancelled or reinstated.

Workers can read the roster but not change it

People who are not administrators cannot add, change or cancel shifts. They see My shifts and a read-only Full roster.