Build the week's roster

You build a week on Club › > Staff Roster › > Weekly roster. Everything you add is a draft: staff see nothing, and nobody is told, until you publish the week. So you can build and rearrange it as long as you need.

Before you start

• You need to be able to run the bar and events roster. The Bar Manager and the Administrator can by default.
• Add your staff first: Add staff and invite them to sign in. With no staff, the page says No bar or events staff yet. with a link to add them.
• The roster works best on a computer. On a phone or a narrow screen it shows a list of days instead, each with Add shift.

The page

The heading says the week, for example Week of 26 October 2026, and under it the week in figures: shifts, hours, open places, confirmed, and awaiting an answer. Move between weeks with the arrows, or press This week.

Calendar shows the days across and the hours down the side, from 6am to midnight, with the staff list on the left. By person shows a row for each person and a column for each day, coloured by their availability, with a row of open shifts at the top. The day totals are under each day.

Pressing a name in the staff list shows on the calendar when that person is available.

Add a shift for one person

Drag a person from the staff list onto a day. A three-hour shift for them appears where you dropped it, as a draft.

Or press a person's cell in By person, which opens the New shift panel for them.

Make an open slot

1. Press on an empty part of a day and drag down to the finish time. The times snap to quarter-hours and show as you drag, for example Open · 11am – 3pm. A plain click makes three hours.
2. The new slot is picked, and the staff list is sorted into Available, On this slot and Not available. The top of the list says, for example, 5 available. Drag people in, or click them, to add them. Esc to finish.
3. Press each person to add, or drag them onto the slot. A message says, for example, Chloe Dawson is on it · 1 person.

See How shifts and slots work for what the sorting means and how to take people off.

Change a shift

• Move it: drag the box to another time or day.
• Change its times: drag its top or bottom edge. Times move in quarter-hours.
• Everything else: press the shift (or double-click a slot) to open its panel: Name, Day, Position, Start, Finish, Event (when the day has one), and Note for the staff member. The panel shows the length, and says finishes after midnight for a shift whose finish is before its start. Press Save shift.
• Who works it: the panel's Who can work this lists the staff in groups, Available, Availability not set, Already rostered then and Not available, each with the hours they have this week and in the four weeks before, and when they last worked, so you can share shifts fairly. Press Assign, or Unassign to leave it open. Tick Include people not marked for … to see staff not marked for its position.

In the New shift panel you can choose more than one person. The button then says, for example, Add 3 shifts: each gets their own shift at those times.

Anything outside the rules (outside someone's availability, on their time off, or clashing with another shift) is still saved, with a message giving the reason and an exclamation mark after the shift's times.

The menu on a shift or slot

Right-click a shift or slot, press and hold on a touch screen, or press its … button. A person's shift has Name…, Edit details, Copy, Make it open (take … off), Send it to them again (once it is published and waiting for an answer) and Delete shift. A slot has People needed…, Show available staff, Name…, Edit details, Copy, Remove the unfilled places and Delete slot.

Copy and paste

1. Press Ctrl+C (Cmd+C on a Mac) with a shift or slot picked or focused, or choose Copy from its menu. A message says, for example, Copied: 11am – 3:15pm · 2 people · 1 open. Ctrl+V to paste.
2. Point at a day on the calendar and press Ctrl+V. A copy goes on that day at the same start time, with the same people and open places, as new drafts. A message says, for example, Slot pasted to Wed 28 · 2 people · 1 open., with Undo.
3. Press Ctrl+V again without pointing at the calendar, and the next copy goes on the following day, so you can fill the week day by day.

You can also right-click an empty part of a day and choose Paste here. People who would clash are pasted anyway, with their chip outlined and a message giving the reason. Neither shortcut works while you are typing in a field or have a panel open.

With the keyboard

Press Tab to a shift or slot. Then:

• The arrow keys move it by 15 minutes, or by a day.
• Shift with the up or down arrow changes its finish.
• Enter opens a shift's panel, or picks a slot.

It is saved when you stop pressing keys.

Start from last week or a template

Press Copy & templates.

• Tick Keep the same people on the shifts to copy the people too. Unticked, the shifts arrive open for you to fill. Either way they arrive as drafts, added to anything already in the week.
• Copy last week into this one copies last week's shifts. A message says, for example, 14 shifts copied as drafts.
• Under Templates, press Use on a template to add its shifts to this week, or Delete to remove it.
• Under Save this week as a template, type a name such as "Normal week" and press Save.

Days that have already passed are left out of a copy, and the message names them.

Events

An event, such as a presentation night, shows across its day on the roster. Press Add event, type its Name, choose the Day, add Notes, and press Save event. Then choose it under Event on a shift to group the shift under it. To move an event to another day, delete it and add it again. A confirmed function adds an event of its own.

What happens next

When the week is ready, publish it. Until then, the button says, for example, Publish 14 changes.

If something goes wrong

• "That day has passed, so its shifts can't be changed." Days before today are locked. See Why are days that have passed locked on the roster?.
• A person is not in the staff list. They are inactive, or not on Bar & events staff yet.
• A slot is not sorting the staff list. Picking a slot sorts the staff list on the Calendar of a wide screen only.