Roster

Put somebody on a shift

1. Choose the unit in the list beside the week, if you keep more than one roster.
2. Step to the week with the arrows either side of its dates.
3. Press + in the day, in the row of the role.
4. Choose a template under From a template and leave the times empty, or give Starts, Ends and Break (minutes).
5. Give the Role, and a Place if it has one.
6. Choose who under Who, or leave Nobody yet: an open shift.
7. Press Add as a draft.

Then: It is on the board as a draft, which the person on it does not see until you publish the week. The cards under the board show each person's hours this week against what their seat expects.

Who: Anyone seated at the unit, staff or volunteer, can be put on. Nobody rosters themselves: a colleague who keeps the roster, or HR, puts you on it.

Sokha keeps the roster at the Riverside Community Center. They press + on Saturday in the Front desk row, choose the Morning template, choose Dara under Who and press Add as a draft. Dara sees nothing yet: the shift is a draft until Sokha publishes the week.

Start the week from last week

1. Step to the week you want to fill.
2. Press Copy last week.
3. Read the line above the board: how many were copied, and how many were left open.

Then: Last week's shifts are on this week as drafts. Somebody who can no longer take theirs, being on leave, booked elsewhere, short of rest, unavailable that day or no longer seated here, is left off, and that shift is copied open. A shift already on the week is not copied twice.

Rather not? Press a copied shift to change it, or Take off the roster to remove it before you publish.

Publish the week

1. Check that no shift is red: the number of conflicts to fix shows above the board.
2. Press Publish: it says how many shifts are drafts.
3. Read the question: how many people will be told.
4. Press Publish beside it to confirm.

Then: Every draft of the week is on its people's My shifts at once, and each person is told once, however many shifts they have. The page says how many shifts were published and how many people were told.

Rather not? Press Keep it to leave the week in draft.

Grace builds next week at the youth center on Thursday: 14 shifts for 6 people. One is red, 9 h rest, because Daniel closes on Friday at 10:00 PM and opens on Saturday at 7:00 AM. Grace moves Saturday to 9:00 AM, presses Publish, and each of the 6 is told once.

Change a shift, or take it off

1. Press the shift on the board. Change shift opens beside it.
2. Change the day, the times, the role or who.
3. Press Save.
4. Or press Take off the roster, then Take it off.

Then: On a published shift a change is live at once: its person is told it moved, a new person is told they are on, and anybody taken off it is told. A swap of the shift that was waiting lapses, and the claims on an open shift you give to somebody are closed, each claimant told.

If a shift shows red or amber

1. Read the mark on the shift. On leave, Double booked, a number of hours of rest and Can't work then are red; a week of hours over the overtime line, or Busy in their calendar, is amber.
2. Press the shift.
3. Change its time, or choose somebody else under Who.
4. Where they said they cannot work then and you still need them, type why in Reason to roster them anyway.
5. Press Save.

Then: A red shift stops the week being published until it is put right. Amber is said and stands: overtime the organization may want, or a calendar the person connected saying they are busy, never what.

Dara's leave for Wednesday was approved after Sokha put Dara on the Wednesday draft. The shift turns red with On leave, and Publish waits. Sokha opens it, chooses Mary Ann under Who, presses Save, and publishes the week.