Employee roster allows the user to set work shifts for each day of a month for employees. Once set, the system will automatically vary relevant employee’s work shift in line with the roster. This section allows the management of employee rosters. From this screen you can add, edit and delete Rosters

Fig 6.181 – Rosters screen

Creating Employee Rosters

To create a Roster, navigate to Admin > Job > Manage Employee Roster, click on “Add” and fill in the necessary fields using the information below

  • Name: This is the unique name of the Roster
  • Month: Select the month to which the roster relates
  • Year: Enter the year to which the roster relates
  • Done Button: Click this button to close the roster, this button also saves changes.
  • Cancel Button: Click this button to cancel changes.
  • Add Employees Button: Click this button to add employee(s) to the roster, this button also saves changes
  • Remove Employees Button: Click this button to remove employee(s) from the roster.
  • Auto Assign: Select the relevant roster sequence and then click this button to automatically assign all employees on the roster randomly to workshifts based on the selected sequence.
  • Export Button: Select the required format and click this button to generate the roster report
  • Clone: Use this link to clone an existing roster, the system will automatically copy all the employees and setup the roster for the next month
  • Download: Use this link to download existing roster for editing in Excel

 

Fig 6.182 – Add Roster screen

Editing Employee Rosters

To edit a Roster, navigate to Admin > Job > Manage Employee Rosters. Click on a Roster and change the information as required (See Creating Roster). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Employee Rosters

To delete a Roster, navigate to Admin > Job > Manage Employee Rosters. Select the checkbox beside the Roster(s) you want to delete and the click the “Delete” button.

Cloning Employee Rosters

To clone a Roster, navigate to Admin > Job > Manage Employee Rosters. Locate the roster you intend to clone and then click the “Clone” link button. The ensuing screen will show the cloned roster, make any change required and then click the “Done” button otherwise click the “Cancel” button to cancel.

Smart Cloning Feature

This feature allows the system to examine the roster being cloned and replicate the first full week on the roster across the whole month for the new roster. What this means is that the system will copy the work schedule for each employee for Monday through Sunday (for the first full week) and use the information to populate the new roster thereby ensuring employee weekly work schedule remain constant in the new month.

Adding Employee(s) to Roster

To add an employee to a roster, from the add or edit roster screen, click on Add Employee button. From the ensuing screen, select the relevant employee(s) (you can use the search fields to filter the results). Click on Add Selected Employees button to add the employees to the roster or click Close to return to the previous screen without adding the employees

Fig 6.183 – Add Employees to roster screen

 

Removing Employee(s) from Roster

To remove an employee from a roster, from the add or edit roster screen, select the relevant employee(s) and then click on Remove Employee button.

Assigning work shifts to employees

From the add or edit roster screen, locate the relevant employee and under columns headed 1 to 31, select the appropriate work shift for each day. Column 1 refers to 1st day of the relevant month, column 2 refers to 2nd day of the relevant month and so on.

Note: You will be unable to select a work shift for a day which falls in the past, you will also be unable to select a work shift for a day on which the relevant employee has an approved leave.

Importing Roster

The system allows you to fill in your roster using Microsoft Excel and then import it as an alternative to filling in the roster on the system.

Fig 6.184 – Upload roster screen

  • From the “Manage employee Roster” screen, click the “Upload Roster” button
  • Click on the “download the workshift list here” link to download the list if you haven’t already done so. Important: The roster upload requires using the workshift symbol which is contained in the workshift list
  • Select the relevant entries i.e. month, year, location etc.
  • Click the “Download roster CSV” button
  • Open the generated file
  • Fill the relevant Workshift code for each day of the month for relevant employees. Note: If an employee is not working on a particular day then that day should be left blank for that employee. You can edit the roster file for a previous month and make necessary modification for the current month but we strongly advise you begin the process by using the system to generate the file for a new month.
  • Save the file (Using the “Save As” option) to a location of your choice
  • Close Microsoft Excel
  • Return to the system and click the “Browse” button
  • Select the file you save from the relevant location
  • Click on the “upload” button
  • Open the result file generated and review the result for each line (scroll to the far right)