ROSTER MANAGEMENT · PLANNING
Using the Coverage View
How to read the heat-map at the bottom of the roster grid to spot staffing gaps and over-staffing before you publish.
FORMAT · How-to guideDURATION · ~4 min readAUDIENCE · Roster admins, shift planners
What you'll learn
How to interpret coverage indicators and take action on gaps before the week begins.
Why it matters
Publishing with gaps means under-staffed shifts. The coverage view is your last check before locking the schedule.
What is the Coverage View?
The Coverage View is a summary row at the bottom of the roster grid (and a dedicated panel you can expand) that shows, for each date, how many employees are scheduled versus your configured target headcount. It updates in real time as you make changes to the grid.
Reading the heat-map
| Colour | Meaning | Action needed |
|---|
| Green | Headcount meets or exceeds target | None — you're good to publish |
| Amber | Headcount is slightly below target (within tolerance) | Review — may be acceptable depending on shift type |
| Red | Headcount is significantly below target | Assign more employees or adjust the target |
| Grey | No target configured for this date/shift | Configure a target if coverage tracking is needed |
Configuring coverage targets
- Go to Roster Management → Coverage Settings.
- Set the minimum headcount per day, per shift type, or per role.
- Optionally set a tolerance (e.g. amber if within 1–2 employees of target).
- Click Save. The grid heat-map updates immediately.
💡 Pro Tip
Set coverage targets per role rather than just total headcount — having 10 employees scheduled means nothing if 8 are trainees and you need 3 senior staff.
Acting on gaps
When you see red or amber cells in the coverage view:
- Click the red cell to see which shift type is under-staffed.
- Use the grid to assign additional employees or extend existing shifts.
- If no employees are available, the system shows a list of off-roster employees who can be assigned (with their leave status).
- Recheck the coverage view — it should turn green before you publish.
Coverage vs. over-staffing
The coverage view also highlights over-staffed slots in a lighter blue. Over-staffing isn't an error, but it signals a cost opportunity — you may be able to reduce headcount or adjust shift patterns without affecting service levels.
Frequently asked questions
Can I set different targets for weekdays and weekends?
Yes — Coverage Settings supports day-of-week overrides. Set your standard weekday target, then override for Saturday and Sunday separately.
Does the coverage view account for employees on leave?
Yes — employees with approved leave are excluded from the scheduled headcount for that day, so the count you see is net of absences.
Can I export the coverage report?
Yes — click the export icon in the coverage panel to download a CSV showing headcount vs. target by day and shift type.
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