Set up the bar and events roster

The bar and events roster needs, before the first week is built: the positions a shift can be for, each person who can be rostered, their logins so they can answer their shifts, how reminders work, and the period hours are reported in.

Before you start

• Running the roster is for the Bar Manager and the Administrator by default. Approving hours is for the same people.
• Have each staff member's name, email address and mobile, whether they are casual or permanent, and the positions they work.
• The words of the text messages staff get are set on Settings, Communications, by the Administrator: see Set up email categories and how members choose them.

1. Positions

Open Club › > Staff Roster › > Bar & events staff and press Positions. These are the jobs a shift can be for, such as Bar, Events and Supervisor. Each staff member is ticked for the ones they can do.

2. Staff

1. Press New staff member.
2. Type their First name, Last name, Email and Mobile, and choose Casual or Permanent under Employment.
3. Under Positions, press each position they can work. A tick shows on each one chosen.
4. Set their Regular week, the times they can usually work, if you know it. Staff can change this themselves once they have signed in.
5. Under Shift notifications, choose how they are told about shifts: email, text, or both.
6. Press Add staff member. A changed record is kept with Save changes.

Someone given the Bar Staff role on the Users page is added here by themselves, the first time they open Sports Club OS, if you have not added them already. Their record starts with no positions ticked, so open it and tick theirs. Every field is described in Add staff and invite them to sign in.

3. Login invitations

On a staff member's record, press Send login invitation. They get an email with a temporary password, then set their availability and answer shifts from their phone. Until then the list shows Login as Not invited. See Add staff and invite them to sign in.

4. Notifications and reminders

Open Club › > Staff Roster › > Weekly roster and press Notifications:

• Reminders: Not answered after (hours), for shifts nobody has said yes or no to, and Before the shift (hours). Each reminder goes once per shift, between 8am and 9pm. Use 0 to turn one off.
• Open shifts: A manager approves each request for an open shift. Turned off, the first person to ask gets the shift straight away and you are told.
• Messages: the Sender name, where Replies go to, and who to Tell these people when someone says no (left empty, everyone who can run the roster is told).

The panel also lists every message sent. See How staff are told: email, text and My shifts.

5. The hours period

Open Club › > Staff Roster › > Hours. Under Periods, choose Weekly or Fortnightly and the day A period starts on, to match the club's pay period. Hours are closed a period at a time. See Close an hours period and download the hours.

Check it worked

Build a week with a few shifts and publish it to one or two staff: Build the week's roster, then Publish the week's roster. The publish dialog shows, before anything is sent, how each person will be told.

Next

Set up classes and coaching, or another part your club uses, from Set up Sports Club OS for your club: the steps in order.