What the Staff roster does

The Staff roster is how a club rosters its bar and events staff. The manager keeps a list of staff, builds each week's shifts on a calendar, and publishes the week. Each person is then told once about their shifts, on their own My shifts page and by email or text as they chose, and says yes or no. After each shift, staff report the hours they worked, and the manager approves them and downloads the hours for payroll.

Who uses it

• The Bar Manager runs the roster and approves hours by default. The Administrator can too. Your club can give either job to other roles on Roles & permissions.
• Staff see and answer their own shifts, set when they can work, and report their hours, under Me › > Staff portal. A login invited from the staff list gets the Bar Staff role, which holds this. See See and answer your shifts.

Its pages

The words it uses

• Shift: one person's work at set times on one day, or an open shift with nobody on it yet.
• Slot: several shifts at the same times, drawn as one box with a chip for each person and "+1 open" for each place still to fill. See How shifts and slots work.
• Position: the job a shift is for, such as Bar, Events or Supervisor. Your club keeps its own list.
• Draft: a shift that has not been published. Staff do not see it and nobody is told about it.
• Published: sent to staff. The person is asked to say yes or no, and the shift shows as Awaiting answer until they do, then Confirmed.
• Open shift: a published shift with nobody on it, or one whose person can no longer work it. Staff who could work it can ask for it. See Open shifts and requests.
• Pay period: a week or a fortnight of hours, approved and then closed together.

How a week goes

1. Build the week's roster: drag staff onto days, or make slots and fill them. Copy last week or use a template to start.
2. Publish the week's roster: a dialog shows who will be told what, and how, before anything is sent.
3. Staff answer. Changes after publishing are told at the next publish. See Cancel a shift, or discard changes.
4. Reminders go by themselves before a shift, and to anyone who has not answered. See How staff are told: email, text and My shifts.
5. After the shifts, check and approve hours worked, then close the period and download the hours.

What it connects to

• Functions: confirming a function puts an open slot for its staff on the roster, named after it. See The function's staff on the roster.
• Logins: inviting a staff member makes their login. See Add staff and invite them to sign in.

What it does not do

• Days that have passed are locked: nothing on them can be changed. See Why are days that have passed locked on the roster?.
• It rosters the bar and events staff. Coaches' sessions are in Classes, not here.

Articles

• Tasks: Add staff and invite them to sign in, Build the week's roster, Publish the week's roster, Cancel a shift, or discard changes, Check and approve hours worked, Close an hours period and download the hours.
• How it works: How shifts and slots work, Open shifts and requests, Time off and availability, How staff are told: email, text and My shifts.
• Questions: Why are days that have passed locked on the roster?, Why can't I change that shift?, A staff member didn't get the text about their shift.