Creating Rosters

This guide walks you through creating roster entries for your team.

Quick Steps

1. Go to Team → Roster
2. Select a date or week
3. Click a cell to add/edit a roster entry
4. Set capacity hours
5. Save

Creating Individual Entries

Add a Roster Entry

1. Navigate to the roster view
2. Click on the cell for the team member and date
3. Set the status:
   • Scheduled - Working that day
   • Available - On call but not scheduled
   • Off - Not working
4. Enter capacity hours (if scheduled)
5. Add notes if needed
6. Save

Capacity Guidelines

Role	Typical Capacity	Notes
Field Worker	6 hours	Standard full day
Team Lead	5 hours	Allows for coordination
Part-time	3-4 hours	As agreed

Understanding Hours Format

When entering hours, you can use decimal format (e.g., 7.5 hours). The system displays hours in a more readable hours and minutes format.

How the conversion works:

You Enter	Displayed As	Explanation
7.5	7h 30m	0.5 hours = 30 minutes
7.6	7h 36m	0.6 hours = 36 minutes
8.25	8h 15m	0.25 hours = 15 minutes
6	6h	Whole hours show without minutes

Decimal to Minutes

To convert decimal hours to minutes, multiply the decimal portion by 60. For example, 0.6 hours × 60 = 36 minutes, so 7.6 hours displays as 7h 36m.

Capacity vs Clock Hours

A team member might clock 8 hours, but their productive capacity for scheduling is typically 6 hours. The difference accounts for travel, breaks, and admin.

Bulk Roster Creation

Using Weekly Patterns

For regular schedules, use templates:

1. Go to Team → Roster → Templates
2. Create a pattern (e.g., Mon-Fri, 6 hrs each)
3. Apply the template to generate roster entries
4. Adjust individual days as needed

See Weekly Patterns for details.

Copy Previous Week

To duplicate last week's roster:

1. In the weekly view, click Copy Previous Week
2. Review the copied entries
3. Make any adjustments
4. Save all

Roster Planning Horizon

Roster entries can be created:

• Minimum: 1 week in advance
• Maximum: 3 months in advance

Planning Ahead

Start with a 2-week rolling roster. As your business grows, extend to 4 weeks or more for better planning.

Editing Roster Entries

Modify Capacity

1. Click the roster entry
2. Change the capacity hours
3. Add a reason for the change
4. Save

Cancel a Day

1. Click the roster entry
2. Change status to Off or set capacity to 0
3. Add reason (e.g., "Public holiday", "Sick leave")
4. Save

Scheduled Visits

If the team member has visits scheduled, you'll see a warning. You may need to reassign those visits before changing the roster.

Permissions

Role	Can Do
Owner	Create/edit any roster entry
Admin	Create/edit any roster entry
Office	Create/edit roster for their team members
Field	View their own roster only

Best Practices

1. Roster at least 1 week ahead - Gives team visibility
2. Use consistent capacity - Makes planning predictable
3. Review weekly - Adjust for holidays, leave, etc.
4. Communicate changes - Notify team of roster updates

Next Steps

• Weekly Patterns - Set up recurring schedules
• Capacity Planning - Optimise your scheduling