Rostering Settings

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The Rostering settings page allows you to configure various options such as budget settings, additional rostering features and custom notification messages.

 

To access Rostering settings, the menu can be located by clicking on Payroll settings (from the payroll dashboard) then under Business Management select Rostering:

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The following is an explanation of each rostering setting that can be configured:

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  • Managers can edit roster templates: This allows restricted users with the "Manage Employee Rosters" permission to create new and/or edit existing and/or apply roster templates to the roster. These users can only undertake these actions for the location(s) and/or employee group(s) assigned to their access. If this setting is not selected, then only full access users can create and apply roster templates.
  • Managers can edit roster budgets: This allows restricted users with the "Manage Employee Rosters" permission to create and/or edit a budget in the roster. These users can only undertake these actions for the location(s) and/or employee group(s) assigned to their access. If this setting is not selected, then only full access users can set up the roster budget.

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  • Rostering budget warning %: The amount entered here will determine at what percentage the rostered costs need to be highlighted as a warning in the roster. Using the example setting above, ie 70%, the rostered cost will change colour (to an amber warning colour) when the costs for the day or period have exceeded 70%, as follows:Screen_Shot_2018-11-14_at_12.30.39.png
  • Rostering Budget entry: You can choose to enter the budget amount as a percentage of sales or a fixed amount. Budget amounts are entered on a per day basis.

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  • Employees can decline shifts that have been assigned to them: Selecting this option means that when rostered shifts are published, employees they can choose to decline a shift. If they decline the shift, they will no longer be assigned to the shift and the shift will be come an unassigned shift.
  • Employees must accept shifts that have been assigned to them: Selecting this option means that when rostered shifts are published, employees will have to accept the shift in order to explicitly confirm they will be working that shift.
  • Default Shift Action: If both the above settings have been selected, the business will need to choose a default action for a shift if it is yet to be actioned (ie either accepted or declined) by the employee.
  • Shift Action Cut Off: If either of the top 2 settings are selected, the business will need to determine what time, before the commencement of the shift, the employee must action the shift.
    • If only the decline shifts option is selected and the employee has not actioned the shift within the cut off timeframe, the shift will be classified as accepted.
    • If only the accept shifts option is selected and the employee has not actioned the shift within the cut off timeframe, the shift will be classified as NOT accepted by the employee and so will become an unassigned shift.
    • If both the accept and decline shifts option are selected and the employee has not actioned the shift within the cut off timeframe, the shift will be classified as per the setting configured in 'Default Shift Action'.
  • Employee Reminders: This setting will only appear if the accept shifts option is selected. If you choose to send a reminder, you will also be required to determine at what time prior to the shift cut off time you want the reminder sent. Using the above example, the employee reminder will be sent out 9 hours before the commencement of the shift. The reminder will be sent to the employee via the method prescribed in the employee's Pay Run Defaults screen (refer to the 'Rostering Notifications' section).

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  • Employees can swap shifts that have been assigned to them: Selecting this option means that when rostered shifts are published, employees can choose to swap the shift with another employee if they cannot work the shift. Employees will be provided a dropdown list of "recommended" employees that they can swap with.
  • Shift Swap Cut Off: If shift swapping is enabled, the business will need to set a timeframe of when the swap must be actioned prior to the commencement of the shift. If the swapped employee does not action the shift prior to this timeframe, the swap will be cancelled and the shift will revert back to the original employee.
  • Swap Approval: If shift swapping is enabled, the business must decide the level of approval required for swapped shifts. The options are (a) a swapped shift must always be approved by a manager before the swapped employee is assigned the shift in the roster, (b) a swapped shift never needs to be approved by a manager and therefore will automatically be reassigned to the swapped employee in the roster, or (c) the swapped shift will only need to be approved by the manager when the cost of the swapped shift is higher than the original shift.

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  • Enable shift bidding: Selecting this option will then allow users to assign a shift to a group of employees whereby the first employee that accepts the shift will be assigned to that shift in the roster. It basically makes filling unassigned shifts an easier process for managers. This action can only be undertaken by full access users and restricted users with the "Manage Employee Rosters" permission.
  • Shift bidding notification: If shift bidding is enabled, the business will need to set a timeframe of when managers should be notified that a bidding shift is yet to be actioned by the employees. For the manager to receive an email notification they will need to select the "Email me when a biddable shift has not been accepted by the notification cutoff time" option in their My Notifications screen.
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  • Custom message for shift notification emails: If you want to include specific content in the notification email sent to employees, you can configure that here. To add custom content, click on "Edit". The following popup will appear: Screen_Shot_2018-11-14_at_13.58.14.png Enter the text and format (if you wish) using the format options in the top bar and then click on "Apply".
  • Custom message for shift notification SMS notifications: If you want to include specific content in the notification sms sent to employees, enter the custom text in the box and then click on "Save".

 

Please remember to click on "Save" any time you make any changes to this screen otherwise your settings will not be updated.

If you have any questions or feedback please let us know via support@yourpayroll.com.au.

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