Rostering lets you build shifts, plan your team's roster and publish it to employees from Team Calendar. It's part of PeopleHR, so you don't need a separate system. Administrators and managers can use it.
⚠️Important: You need the Rostering module on your account before you can use it.
Watch the video for a quick tour of Rostering:
Who can use Rostering
There are two types of user:
Administrators: Manage the Rostering settings and plan rosters for all employees.
Managers: Plan and publish rosters for the employees they have access to, but can't change the settings.
All managers can use Rostering by default. To limit it to certain managers:
Click Team Calendar, then click Time.
Click Manage settings, then click Rostering access.
Click All managers, then select the managers who need to plan rosters.
Create a shift
Each shift has a name, colour, start time, end time and break. To create a shift:
Click Manage settings, then click Shifts & shift cycles.
Click Add Shift.
Type a name and description, then select a shift colour.
Select the start time and end time, then type the break in minutes.
Save the shift.
Change or stop using a shift
PeopleHR records every change to a shift, so you can see who made it and when in History. To change a shift:
In Shifts & shift cycles, click the three dots on the shift's row, then click Edit.
Make your changes, then click Save Changes.
If you no longer need a shift, you can hide it from managers. You can't do this while any employees still work the shift. To stop using a shift:
Click the shift's three dots, then click Set Not In Use.
Limit a shift to part of the company
You can make a shift available to the whole company or to part of it, such as a location or department. Managers then only see the shifts that apply to their employees. To limit who can use a shift:
Click the three dots on the shift's row, then click Manage Eligibility.
Select the companies, locations, departments or job roles that can use the shift.
Save your changes.
You can do the same for shift cycles.
Create a shift cycle
A shift cycle groups shifts into a pattern that repeats every week or every few weeks. For example, three early shifts, two late shifts and two days off. Managers can then give an employee a whole cycle instead of single shifts. To create a shift cycle:
In Shifts & shift cycles, click Add Cycle.
Type a name and description.
In Week 1, select a shift for each day.
To add another week, click Add Week.
Save the shift cycle.
Plan a roster
You can plan a week, a few weeks or a whole month. The quickest way is to give each employee a shift cycle. To plan a roster:
In the Time view of Team Calendar, click + on the employee's first day.
Select a shift cycle.
Select the period start and end dates.
Save the plan.
You can also change a single day, for example to cover leave. To change a day:
Select the day in the planner.
Select a different shift type, or select Custom to set your own times.
Add any notes for the employee, then save.
If an employee doesn't follow a pattern, you can give them a shift or custom times for each day instead of a cycle.
Plan several employees at once
Bulk edit saves time when several employees work the same pattern. To plan several employees at once:
Click Bulk edit.
Select Apply cycle or Apply shift.
Select the employees, then select the shift cycle or shift.
Select the dates, then save.
Publish a roster
Employees can't see new shifts until you publish them. Draft shifts show with a dotted line, and published shifts show with a solid line. To publish a roster:
Click Publish.
Select the From and To dates.
Review the list of employees to notify, then click Publish.
If you change a published roster, publish it again. PeopleHR then notifies the employees whose shifts have changed. To take a roster back:
Click Publish, then select the From and To dates.
Click Unpublish.
What employees see
When you publish a roster, employees get a notification in Evo Navigator and by email. They can see their shifts at any time in Employee Calendar, in Evo Navigator or the Access Evo mobile app.
🤓Tip: Rostering is new, and we're adding more to it. Tell us what you think with the thumbs up and thumbs down icons at the top of Team Calendar.