Scheduling

Find your way around the board

The scheduler is one grid: rows are people or places, columns are days, and each card is a shift. Everything else on the screen either changes what the grid shows or acts on what you have selected. Learn the top bar once and the rest follows.

Add a shift

Creating one shift, from the empty grid to a published booking the worker can see on their phone. Everything downstream — the timesheet, the pay, the invoice, the claim — comes from this record, so it is worth getting the service and the times right at the point of creation.

Allocate a worker to a shift

Putting the right worker on a shift. You can drag, choose from a list, or let Rostery rank the available workers by how well they fit — qualifications, the participant’s preferences, travel, and what else the worker is already doing that day.

Publish a shift so the worker can see it

A shift stays invisible to the worker until it is published. That is deliberate: it lets you build and rearrange a week without sending a stream of notifications, then release it all at once.

Change the time of a shift

Moving a shift, and deciding whether the change applies to this one occurrence or to the rest of a repeating run.

Cancel a shift

Cancelling keeps the shift and records why it did not happen, which is what the cancellation policy needs. It is not the same as deleting: a cancelled shift may still be charged to the participant and still paid to the worker, and that is usually correct.

Delete a shift

Removing a shift entirely, as if it had never been created. Use it for mistakes — a duplicate, a booking on the wrong participant — not for shifts that did not go ahead.

Filter what the board shows

A full roster is too much to read at once. Filters narrow the board to the shifts you are working on — everything unassigned, everything cancelled, one service type — and the filter stays on until you reset it.

Change many shifts at once

Bulk Edit is a separate screen for acting on a batch of shifts: move them, switch the worker, change the service, complete them, cancel them or delete them. It is how a week is repaired after somebody resigns or a participant goes into hospital.

Copy a week forward

Most rosters repeat. Rather than rebuilding a week, copy one you have already made and adjust the differences — or build the pattern once as a template and generate from it.

Fleet and vehicles

The vehicles your organisation owns, who is driving them, and what they cost. It matters to rostering because a shift in a company vehicle is paid and charged differently from a worker using their own car — the kilometre rate is not the same.

Scheduler

The roster board, and the screen most of the day happens on. It shows every shift for the period — by worker or by participant — and it is where shifts are created, filled, moved, published and cancelled. The coloured edge on each card is its status: Draft, Pending, Booked, Completed, or Cancelled.

Templates

Repeating roster patterns. Build the shape of a typical week once and roll it forward instead of re-entering it.

Group Services

Shifts where one worker supports several participants at once, or several workers support one — the ratio decides how the cost is split.

Job Board

Shifts nobody has accepted, offered out to eligible workers so they can claim them.

Tracking

Where workers are right now during a shift, and the route they travelled. Live positions on the left, the full shift path under Shift Routes.

EVV

Electronic Visit Verification — evidence that the visit happened, where and when it was meant to.