ROSTER MANAGEMENT · NAVIGATION
Understanding the Roster Grid
A guided tour of the roster calendar view — rows, columns, cells, and the controls you'll use every day.
FORMAT · Reference guideDURATION · ~4 min readAUDIENCE · Roster admins, shift planners
What you'll learn
How the grid is laid out, what each cell means, and the navigation controls.
Why it matters
Knowing the grid structure makes every other roster task faster and less error-prone.
Opening Roster Management
Go to Menu → Roster Management in the left sidebar. If you don't see it, ask your admin to enable it under Setup → Modules.
- Select the department or team from the top filter.
- Choose the week or month view using the toggle at the top-right of the grid.
- Use the date arrows to move between periods.
Grid anatomy
| Element | What it shows |
|---|
| Row header (left column) | Employee name, designation, and employment type badge |
| Column header (top row) | Date and day of the week; today is highlighted in teal |
| Cell (intersection) | The assigned shift for that employee on that date — shows shift name and start–end time |
| Empty cell | No shift assigned; employee is off or unscheduled |
| Coloured cell border | Indicates shift type: teal = standard, amber = overtime, red = conflict |
Grid controls
- Week / Month toggle — Switch between a 7-day and a monthly overview. Week view shows shift times; Month view shows shift counts per day.
- Filter bar — Filter rows by department, role, employment type, or custom group.
- Zoom — Shrink row height to see more employees, or expand to see full shift details.
- Print / Export — Export the current view as PDF or CSV from the ⋯ menu.
💡 Pro Tip
Use the Month view to spot coverage gaps across a full period, then switch to Week view to make targeted edits.
Reading a shift cell
Click any filled cell to see a pop-up with: shift template name, start and end time, break duration, allowance attached, and the last editor. From here you can also drag to a different date or click the pencil to edit.
Frequently asked questions
Why do some cells show a red border?
A red border means a conflict — usually overlapping shifts or a shift assigned on a day the employee is on approved leave. Hover to see the reason.
Can I hide employees who don't have any shifts?
Yes — use the filter bar and toggle 'Show unassigned employees' off. This keeps the grid focused on active staff.
Is there a way to lock a date column so it can't be edited?
Only a published roster is locked. Until you publish, any cell is editable by an admin.
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