# Set up the bar and events roster

> Before the first roster: the positions shifts are for, each staff member and how they are told, login invitations, reminders and the hours period.

Who this is for: Anyone with “Run the bar and events roster” or “Approve hours worked” (by default: Administrator, Bar Manager).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/setup/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](https://sportsclubos.net/help/setup/email/index.md).

## 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](https://sportsclubos.net/help/roster/staff-and-invitations/index.md).

## 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](https://sportsclubos.net/help/roster/staff-and-invitations/index.md).

## 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](https://sportsclubos.net/help/roster/notifications/index.md).

## 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](https://sportsclubos.net/help/roster/close-a-period/index.md).

> **Not built yet:** pay rates, awards and certificate tracking. Sports Club OS records hours worked, with no dollar amounts.

## Check it worked

Build a week with a few shifts and publish it to one or two staff: [Build the week's roster](https://sportsclubos.net/help/roster/build-the-week/index.md), then [Publish the week's roster](https://sportsclubos.net/help/roster/publish-the-week/index.md). The publish dialog shows, before anything is sent, how each person will be told.

## Next

[Set up classes and coaching](https://sportsclubos.net/help/setup/classes/index.md), or another part your club uses, from [Set up Sports Club OS for your club: the steps in order](https://sportsclubos.net/help/setup/overview/index.md).