ROSTER MANAGEMENT · GETTING STARTED
Building Your First Roster
A step-by-step walkthrough for creating a new roster from scratch — from picking a team to saving your draft.
FORMAT · How-to guideDURATION · ~6 min readAUDIENCE · Roster admins, new users
What you'll learn
How to set up a roster for a team, choose a date range, and save a draft ready for assignments.
Before you start
You'll need at least one shift template created. If you haven't done that yet, start with Setting Up Shift Templates.
Step 1 — Open Roster Management
- Click Roster Management in the left sidebar.
- If prompted, select the Department you're scheduling for.
Step 2 — Create a new roster
- Click + New Roster in the top-right corner.
- Give the roster a name — a date range works well (e.g. "May Week 1 · Warehouse").
- Select the Start Date and End Date. Most organisations schedule a week or month at a time.
- Choose which employees to include. You can add an entire department, a custom group, or individual employees.
- Click Create. The blank roster grid appears.
💡 Pro Tip
For your first roster, start with a single small team (5–10 employees) and one week. You'll get comfortable with the workflow before scaling up.
Step 3 — Add shifts to the grid
Now assign shifts to employees. You have three methods:
- Drag-and-drop — Drag a shift template from the template panel on the right and drop it onto an employee's cell.
- Click to assign — Click an empty cell, then select a shift template from the pop-up.
- Rotation pattern — Apply a recurring pattern across multiple weeks in one action (see Setting Up Rotation Patterns).
Step 4 — Review the draft
- Check the Coverage View (bottom of the grid) to ensure you have sufficient headcount for each day.
- Look for any red-bordered cells indicating conflicts with leave or overlapping shifts.
- Make edits as needed — click any cell to reassign or remove a shift.
Step 5 — Save your draft
The roster saves automatically as a draft whenever you make changes. You can close and return to it anytime. Do not click Publish until you're done reviewing — publishing locks the schedule and notifies employees.
⚠ Important
Publishing is irreversible from the employee's perspective — they'll receive notifications for any shift. Review the full roster before clicking Publish.
Frequently asked questions
Can I create multiple rosters for the same date range?
Yes — for example, you might have separate rosters for 'Warehouse' and 'Office' covering the same week. They're managed independently.
What happens if I accidentally include an employee who should be off?
Remove them from the roster before publishing. If you've already published, use the override workflow to remove or reassign their shift.
How do I copy last week's roster instead of starting from scratch?
In the roster list, click the ⋯ menu on any existing roster and choose Duplicate. Adjust dates and make any changes before publishing.
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