Before You Start
Ensure you have access to the Rostering module and that your site has been created in the system.
Step 1: Navigate to the Site Roster
From the main top menu, click the Rostering tab, then select Site Roster.
Tip: If this is your first time configuring the Site Roster screen and the system opens on the dashboard, hover over Site Roster and click the Pin icon. This will make Site Roster your default rostering view moving forward.
Step 2: Select a Site from the No Shifts List
Click on the Site Roster selector and navigate to the No Shifts tab.
Tip: Sites that do not currently have any rostered shifts based on the selected date range will appear under the No Shifts tab. Newly created sites will also be displayed here until shifts have been added. Use the search field if required, then select the site you wish to create a roster template for.
Step 3: Select or Remove Site Rosters from the List
To display a site roster, click the site name you want to view. The selected site will be highlighted, and its roster will appear on the screen.
You can select multiple site names to display more than one roster at the same time.
To remove a site roster from view, click the selected site name again. The highlight will be removed, and that site’s roster will no longer be displayed.
Tip: Select or unselect site names as required to customise the roster view and focus on the sites you are creating or managing.
Step 4: Open the Add Shift Window
Click the Add Shift button.
The Add Shift window is used to create recurring roster templates and is the primary tool for building ongoing site rosters.
Important: Using recurring shift templates eliminates the need to manually copy and paste rosters each week, reducing administration time and scheduling errors.
Step 5: Select the Shift Type
Choose the appropriate shift type:
- Permanent Shift – Ongoing recurring shifts.
- Ad Hoc Shift – Temporary shifts for a defined period.
- Spare Shift – Used for backup or relief coverage.
For this example, select Permanent Shift.
Tip: Your system can be configured to apply either the same billing rates or different billing rates for Permanent Shifts and Ad Hoc Shifts. These rates are determined by the Site Financial Details configuration. Once shifts are worked, the system automatically applies the correct billing rates and generates billing based on the configured site financial settings.
Step 6: Confirm the Site and Select a Role
Verify the site name is displayed for the site you want to add shifts to.
Select the role that will be performed for the shift.
Examples may include:
- Crowd Controller
- Security Officer
- Concierge
- Patrol Officer
Important: A role is the type of position performed at the site, such as a Security Officer, Crowd Controller, Concierge, or Patrol Officer. Roles determine the pay rates employees and contractors will be paid, helping ensure payroll is processed accurately every time. They also improve HR and award compliance by applying the correct pay conditions and automatically apply the correct client charge rates based on your site financial configuration, resulting in faster and more accurate invoicing.
Step 7: Add Notes (Optional)
If required:
- Add Admin Notes for internal management use.
- Add Employee Notes for information staff should see in the mobile app.
- Attach supporting documents such as PDFs.
Step 8: Select the Shift Pattern
Leave the Shift Status as the default setting.
Under Shift Pattern, select Weekly.
Step 9: Configure the Date Range
Click the Date Range selector and configure how long the roster template should run.
By default, the Date option is selected. Click the end date field and manually select an end date for the roster template.
You can also click the word Date and select a different option from the dropdown:
- Date – Select a specific end date for the recurring shifts.
- After – Enter the number of weeks the roster should run for (for example, 52 weeks).
- Never – Creates an ongoing roster template. The system will display and generate shifts up to a maximum of 12 months (52 weeks) from the start date at any given time.
The selected option determines how far into the future the recurring shifts will be created.
Tip: When creating roster templates, you can create them for a maximum of 12 months, or to the roster end date if the shifts are scheduled for less than 12 months. As a best practice, align site rosters to a consistent end date, such as the end of the financial year on 30 June. Create new roster templates each year to extend the roster period forward and maintain consistency across sites.
Step 10: Configure the Repeat Frequency
If required, select how often the shift should repeat.
Examples:
- Every 1 week – Use this option when the shifts are the same every week.
- Every 2 weeks – Use this option when the roster follows a fortnightly pattern and Week 1 differs from Week 2. You can create separate roster templates for each week of the cycle.
- Every 3 weeks (or more) – Use this option when the roster repeats over a longer cycle with different shift patterns across multiple weeks.
For most recurring rosters, leave this set to Every 1 Week.
Step 11: Select the Days of the Week
Choose the days the shifts will occur.
You can:
- Select individual days.
- Use All to select every day of the week.
Step 12: Configure Multiple Shifts per Day
Use the Clone field to determine how many identical shifts should be created for each selected day.
Examples:
- 1 = One shift per day
- 2 = Two shifts per day
- 3 = Three shifts per day
Step 13: Configure Shift Times
Enter the shift start and finish times.
By default, the selected shift times will apply to every selected day.
If required, you can customise individual days with different start and finish times by unselecting the option "Working and break hours are the same for the selected days".
Edit Individual Shift Times and Breaks (optional)
When the "Working and break hours are the same for the selected days" option is unselected, each day's shift can be edited individually.
Click the Edit icon next to the relevant day to manually adjust the shift start and finish times and add any required break times.
Once you have finished editing the shift details, click anywhere outside the shift time window to close the pop-out and save your changes.
Step 14: Configure Breaks (Optional)
If staff receive breaks during their shift, add the break details.
You can configure breaks as:
- Paid
- Unpaid
If no breaks are required, leave this section blank.
Step 15: Review Shift Requirements (Opional)
Click tab 2 Shift Requirements
This tab is populated automatically from the Site Profile configuration and displays the requirements associated with the selected role.
Review any required:
- Security licences
- Certifications
- Uniform requirements
This information is provided as a reference for rostering teams to help ensure employees assigned to the shift meet the site's operational requirements.
Step 16: Add Personnel (Optional)
Click Tab 3 Add Personnel if you would like to assign employees during roster creation.
If you are creating a roster template only, this step can be skipped.
Assign Personnel to a Shift (Optional)
If you want to assign personnel to a shift, either:
- Click anywhere on the shift row to expand the shift and display the Matching Personnel panel.
- Click the Person icon to the left of the role name to open a pop-up showing matching personnel.
You can search for a specific employee using the search field.
Note: By default, the system only displays personnel who are Matching or Matching with Warnings. Personnel who do not meet the site's compliance requirements, are unavailable, or are already assigned to overlapping shifts are hidden. This helps improve rostering accuracy and reduces scheduling errors.
If you need to view additional personnel, click the Filter button and select an option from the Include menu. This allows you to see why personnel are not currently displayed as a match.
Step 17: Configure Allowances (Optional)
If payroll allowances have been configured, they can be assigned after selecting personnel.
If no personnel are being assigned, leave this section unchanged.
Step 18: Save the Roster Template
Click Save from any tab view
The system will create all recurring shifts based on the configuration selected.
Step 19: Verify the Recurring Shifts
Once saved, recurring shifts will display with a green recurring icon.
You can also view the date range showing how long the roster template has been created for.
Step 20: Copy Existing Shifts (Optional)
If additional shifts are required on certain days, hover over one of the existing shifts, click the three-dot menu to display the dropdown options, and select Copy.
Step 22: Select Additional Days (Optional)
Choose the days you want the copied shift to be added to by selecting or unselecting the days.
Click the Date Range selector and choose how long the roster template should run. You can select a specific end date, enter the number of weeks the roster should run for, or choose an ongoing roster template. The selected option determines how far into the future recurring shifts will be created.
Tip: When creating extra shifts for a site roster template, ensure all recurring shifts are configured to align with the roster template end date, or set individual shifts to end earlier if they are only required for a shorter period. This helps maintain roster accuracy and prevents unnecessary shifts from being generated beyond the required timeframe.
Step 23: Adjust Shift Times
Modify any shift details that differ from the original shift, such as:
- Start time
- Finish time
- Add Breaks times
Once complete, click Save.
Step 23: Confirm the Roster Template
Your recurring roster template has now been successfully created.
The system will automatically generate future shifts based on the pattern and duration you configured.
Step 24: Change the Roster View (Optional)
Use the View Options menu to change how the roster is displayed.
Available views may include:
- Kanban View
- Standard Roster View
Step 25: Change the Date Range in Kanban View (Optional)
When the roster is displayed in Kanban View, click the Date Range selector to adjust how many weeks are displayed.
Available options include:
- 1 Week View (Default)
- 2 Week View
- 4 Week View
Select the preferred option to update the roster display.
Next Steps
Now that your roster template has been created, the next step is to assign personnel to the shifts and begin managing your workforce schedule.