The Roster Menu provides users with options to effortlessly manage shifts for both clients and resources. Users can view, create, publish, unpublish, and approve shifts, ensuring efficient scheduling and resource allocation.
Roster View
In the roster view menu, the user will be able to view all the Unallocated shifts in the top row and scheduled shifts by resource for the current week by default and default week start is set to Monday, which can be changed by the user as he wants, like view by client\subsidiary, view by timeline, month, and day. Shift will be displayed in different colour codes as per their status, like draft, published, unpublished, invoiced, rejected and deleted etc.
Unallocated shifts are those in which staff is not assigned. Once a staff member is allocated to the shift, it will be moved under that particular staff's name.
Broken Shifts - A shift is marked as broken if there is a gap of more than 30 minutes between it and the previous shift.
Overtime Shifts - A shift is marked as an Overtime shift if it exceeds 10 hours within a calendar day.
To know more on Broken and Overtime shift follow FAQ section.
Roster view can be filtered with Client/Resource/Subsidiary/Client Type/Shift Conflicts/Case Manager/Shift Status.
Prerequisites for the Shift Creation
- Subsidiary Should be active and users should be assigned to the selected subsidiary.
- Client/s should have an active agreement & active billing contract for selection on shift creation.
To create a shift in the roster view page, users are required to follow a systematic process. Initially, the user must click on the "Create" button, triggering the appearance of a new pop-up window. Within this window, the user navigates through several essential steps to define the shift details.
Here's the stepwise description of the process to create a normal shift in the roster view page:
Step 1: Click on "Create" Button
1. Action: Click on the "Create" button.
2. Result: A new pop-up window appears on the screen.
Step 2: General Info Tab
1. Action: Under the "General Info" tab, select client type, subsidiary, and shift manager.
2. Action: Specify shift start and end date and time.
3. Result: Ensure all fields are filled; these details are mandatory for accurate scheduling and management.
Step 3: Client Info Tab
1. Action: Move to the "Client Info" tab.
2. Action: Select a client from the dynamically filtered drop-down list (based on client type and subsidiary from previous step).
3. Action: Input client's location for shift logistics.
4. Result: Clients must have at least one valid agreement out of physical or Digital; ensure accurate client information.
Step 4: Staff Selection
1. Action: Proceed to select staff members attending the shift.
2. Action: Add associated kilometres for record-keeping and reimbursement (optional).
3. Result: Ensure all staff members for the shift are selected, and associated details are accurate.
Step 5: Finance Tab
1. Action: Navigate to the "Finance" tab.
2. Action: Select the debtor for the shift.
3. Action: Input price line items as necessary for proper financial tracking and billing accuracy. By default user will see only the active price line items.
4. Result: Verify all financial information is correct and aligned with the shift details.
Step 6: Publish the Shift
1. Action: Review all entered information in the pop-up window.
2. Action: Confirm the accuracy of shift details, client information, staff selection, and financial data.
3. Action: Click on the "Publish" button to finalize the shift creation process.
4. Result: The shift is created and scheduled efficiently with all pertinent details accurately recorded for seamless management and organization.
On publishing shift created by, created on data will be displayed in the header section and if anyone modifies the shift then the Last modified by and modified date will also be displayed.
Additionally on publishing timeline tab will be active where user can see all the actions performed for this shift on the timeline and grid.
By following these steps, users ensure a systematic and structured approach to create shifts, guaranteeing accurate scheduling, efficient management, and organized record-keeping.
Also, the user can use Drag & Drop to copy the same shift for past and future dates, either for the same resource or from one resource to another. Once a shift is published, the user can create a recurrence for the shift up to one year in the future from the parent shift date.
Non-Billable Shift Creation:
Step 1: Check on Non-Billable checkbox or Select Non-Billable in client type.
1. Action: Check the Non-billable box or select non-billable in Client type to create non-billable shift.
2. Result: Non-Billable shift form fields will appear.
Step 2: General Info Tab
1. Action: Under the "General Info" tab, select subsidiary, shift manager, and Non-Billable type.
2. Action: Specify shift start and end date and time.
3. Result: Ensure all fields are filled; these details are mandatory for accurate scheduling and management.
Step 3: Staff Selection
1. Action: Proceed to select staff members attending the shift.
2. Action: Add associated kilometres for record-keeping and reimbursement (optional).
3. Result: Ensure all staff members for the shift are selected, and associated details are accurate.
Step 6: Publish the Shift
1. Action: Review all entered information in the pop-up window.
2. Action: Confirm the accuracy of shift details, General info, and staff selection.
3. Action: Click on the "Publish" button to finalize the shift creation process.
4. Result: The shift is created and scheduled efficiently with all pertinent details accurately recorded for seamless management and organization.
Shift Delete: Unapproved shifts can be deleted with a delete icon given on the shift card. But if a shift is approved, then that can't be deleted.
Sleepover Shift: Any shift timing falling between 22:00 -06:00 will be automatically taken as a sleepover shift by system, but user can maually change it to active shift by changing the appropriate billign template.
Shift with error alert: Any shift having any conflict will be displayed with a alert icon on the shift card and in shift deatil view in the header alert will be displayed.
Roster Review Approval
In the roster review and approval menu, the user will be able to see a list of all the shifts with statuses pending approval, approved, invoiced, or rejected. Shifts with any amendment or Sleepover hours will be seen highlighted till its approved. Bulk approval can be done by selecting the shift in the grid and clicking the approve button. Default view is set to the current week, to see the past shifts select the past date in the filter.
Here's the step-wise description for the roster review and approval process:
Step 1: Access Roster Review and Approval Menu
1. Action: Navigate to the roster review and approval menu.
2. Result: The user sees a list of shifts with statuses: pending approval, approved, invoiced, or rejected. Shifts with amendments or Sleepover hours are highlighted until approved.
Step 2: Review and Approve Individual Shift
1. Action: Click on a specific shift row.
2. Result: User is directed to a screen for reviewing and approving payroll and client billing.
Step 3: Review and Approve Payroll
1. Action: Review payroll information.
2. Action: Make necessary amendments such as shift timing, approved kilometres, and expense approval if required. (If time amendment is done by staff from mobile application and same to be approved then Amended Start Date/Time and Amended End Date/Time needs to be updated in the Actual Start Date and Actual End Date fields.)
3. Action: Requested KMs will auto copy in approved KMs if enabled from company config. if not enabled then manually add the value in approved KMs field.
4. Action: Add expenses to the shift if necessary or Approve the expenses added by staff from mobile.
5. Result: Approve web/mobile added expenses. Expenses are associated with the shift for proper financial tracking.
6. Action: After amendments and verifying changes Click on Approve\Override button. If there is One resource and One client in the shift, payroll tab changes(Date and Time) will be copied to the client billing tab. If there are any KMs approved on the payroll tab those KMs will get copied to client billing if the line item added has travel rates mapped, else user needs to change the line item with travel rates to bill the KMs. If there are two resource and one client and both resource has requested KMs, then the sum of the approved KMs for both resource will be copied to client billing. This copy feature will work only if it is enabled from the company configuration, else user has to follow the manuall process.
6. Result: Payroll details are verified and approved as needed for accuracy.
Note: If the Shift Status is "Review" no action can be performed. Shift is pending for acceptance from staff end.
Step 4: Review and Approve Client Billing
1. Action: After payroll tab is approved click on "Proceed for Client Billing Approval" button or Client Tab.
2. Result: You will be directed to Client Billing Tab for approval.
3. Action: Make necessary amendments such as shift timing, billing contact, price line item, Client billed KMs and billing template if required are updated.
4. Action: After amendments and verifying changes Click on Approve button.
5. Result: Client Billing details are verified and approved as needed for accuracy.
Step 5: Complete Shift Approval
1. Action: Confirm all details are accurate.
2. Action: Click the "Approve" button or a similar action to complete the shift approval process.
3. Result: The shift is officially approved, and necessary updates are recorded in the system.
Step 6: Bulk Approval
1. Action: Select shifts in the grid.
2. Action: Click the "Approve" button.
3. Result: Selected shifts are approved in bulk.
Note : To know more for bulk approval please refer to our FAQ Section.
By following these steps, users can efficiently review, amend, and approve shifts individually or in bulk, ensuring accurate payroll processing, client billing, and overall roster management.