Work Scheduling with Duty Roster

Introduction: Duty Roster is a program under the Attendance Module designed to allow you as a manager to make ad-hoc changes to your staff's daily work schedule & plan shifts in advance.

1. Accessing the Duty Roster

To access the duty roster, navigate to the left menu, and click on Attendance Module > Attendance > Duty Roster (Week)

2. Navigating the Duty Roster

Once you have selected the Duty Roster from the left menu, you will be brought to a screen as shown below. There are 3 key components to the Duty Roster, and these are:

• Section 1: Shift List
• Section 2: Employee Roster
• Section 3: Available Action + Setting

2.1. Shift List

Starting from the left portion of Duty Roster, Shift List provides you with a set of shifts that is available for you to be assigned to your staff, the shifts available are categorized into two types

2.2. Employee Roster

The next portion of the Duty Roster is where you will assign work shifts for your staff, there are a few components in this section

1. Date Picker: This is where you will be able to manually pick a week to begin scheduling work shifts. By clicking on the arrow button, you will be able to toggle between the previous or the next week. Clicking on the calendar icon will open up a calendar for you to manually pick a date.
2. Grouping:  The two distinct bars displayed in blue, are staff grouping, this is an additional display to help you better identify your staff. the example shown below is the first group by Employment Type, followed by the staff's position.
3. Employee: This is a staff that is assigned to you, and you will be able to plan their work schedule.
4. Assigned Shift: This is a shift that has been assigned by you on a specific day. The information displayed is the Shift Number, and Shift Name, and the information underneath is the Assigned Work Location for this shift. The default location display is based on the Primary Work Location assigned to your staff under their Employee Profiles.

2.3. Available Action + Setting

The last portion of the Duty Roster is where you can customize the content of your duty roster followed by the action buttons

2.3.1) View Options: By clicking on this button you will be able to switch between two view modes, Week View (7 Days) & Month View (30 Days). Each offers a different Scheduling Experience but the same functionality.

2.3.2) Display Options:  This is where you will be able to customize the grouping & the display order of your staff within the duty roster. When you click on the display options, a drawer will pop up from the right side of the screen as shown below. By changing the level 1 & level 2 under grouping will change how your staff is being in grouped in the duty roster, and sorting allows you to customize the display order of your staff underneath the grouping.

2.3.3) Select Employee: This button allows you to customize who is displayed in the duty roster. By default, all your staff will be displayed automatically, but you can choose to change this to display by All (Everyone you have access to) & Team as well. If you would like to customize the staff display further you may also choose to use the filter function available just right above the 3 available options.

2.3.4) Publish Changes: This button serves as a Save/Confirm button for you to finalize the changes you have made to the duty roster. This button will remain grey out (disabled) if no changes were made to the duty roster, it will turn green as shown below when it detects any changes to the roster. It is important to publish your changes before leaving this page or closing this tab, or the changes you made will not be saved.

2.3.5) Assign Shift: This is an optional function that will allow you to batch assign shifts based on predefined shift patterns to a group of employees. Once clicked a drawer will pop up from the right side of the screen as shown below. This drawer provides you with two options to Assign Shift by Batch:

Option 1: By Day allows you to set Work Shift on a Specific Date Range.

Option 2: By Shift Pattern allows you to set a Shift Pattern and automatically repeat based on your Date Range.

Once you have done setting up the shift under Option 1 or 2, click Next to the next screen and choose which staff you would like to apply these changes to, once you are done selecting, click on the Confirm Button to Assign these shifts to the Roster

3. Assigning Preset Shift

To start assigning Preset Shift to your staff is fairly simple, just follow the step below:

Step 1

Make sure you are on the Preset Shift List as shown below, follow by clicking the shift that you would like to assign. Once a shift has been selected, there will be an indicator on the right corner of the shift you have selected as shown below.

When a shift is not selected:

When a shift is selected:

Step 2

Navigate to the Roster on the right and click on an empty space to assign the shift you have selected, as shown below. 

Once you have clicked on one of the available empty spaces, the shift you selected will appear in the empty space.

Step 3 (Optional)

It can be time-consuming, to assign shifts one by one to each staff, especially if you have certain patterns shared by multiple staff. In this case, there are two things you can do:

Method 1: Multiple Selection

Before you proceed to assign shifts in the roster, you have the option to pre-select multiple employees who are going to be assigned the same shift on the same day, by clicking on the square boxes located on the left side Grouping & Employee as shown below. 

Based on your selection, when you assign a shift on a particular day, all the employees under the selection will be assigned the same shift when you allocate a shift on a particular day

Method 2: Use the Assign Shift Function on the right corner

Refer to Section 2.3.5 as explained above.

Step 4 (Important)

Once you have finished assigning shifts for all your staff, the last thing that you will need to do is to publish the changes that you have made, so that the system can notify your staff regarding your update.

The publish button is located on the top right corner of the screen highlighted in green as shown below:

4. Assigning Custom Shift

Assigning a Custom Shift is like assigning a Preset Shift, with just a few additional steps

Step 1

Similar to Preset Shift, the first thing that you will need to do, is to navigate to the Shift List on the Left and select a Preset Shift as shown below.

Step 2

You will notice once you have selected a shift, a box will pop up right above the roster, this is where you will find all the options available for you to customize your shift.

Step 3

To customize, click on the Custom Button on the right corner as shown below

Step 4

Now that you have clicked on the Custom button, you will notice the bar is no longer grey out and you can start making changes to this shift. There are a few things that you customize here:

Shift Time: There are two options here, either you can drag the time bar, or edit the time manually

Shift Location: Pick a location from the drop-down list to change the work location 

Early OT & Late OT: This allows you to set OT before Shift (Early OT) and OT after Shift (Late OT) for this specific shift

Once you have toggled Early OT & Late OT, you will notice additional selector in the time bar and the time selector as shown below:

Cross Day: (Optional) By switching this on, this option allows you to set a cross-day shift, for example, the shift starts at 11 pm and ends at 4 am on the next day. As shown below, once its been toggled, the time bar will be split into the current day, & the next day.

Step 5

If you are done customizing a shift, the next thing you need to do is just to assign it to one of the available slots in the roster by clicking on an empty box. You will notice that if a shift has been customized, a star icon will appear next to it as shown below:

Step 6 (Optional)

As you continue to assign custom shifts in the roster, you may also reuse some of the custom shifts you have used by clicking on the Custom tab under Shift List.

Step 7 (Important)

Once you have finished assigning shifts for all your staff, the last thing that you will need to do is to publish the changes that you have made, so that the system can notify your staff regarding your update.

The publish button is located on the top right corner of the screen highlighted in green as shown below: