Learn how to create a roster in Breathe Roster, Time & Attendance (RTA). This article covers the basics and includes helpful tips to save time and get you up and running quickly.

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Introduction

Creating An Assigned Shift in Employee View

Creating An Assigned Shift in Area View

Creating An Unassigned Shift

Copy Shifts

Check Costs and User Hours

Share the Roster


Introduction

When you login to Breathe RTA you'll land on the Roster Page. There are a number of different filters and views you can work in depending on how you like to work and what the most important information you'd like to see is.

  • This article takes you through all the features of this page in detail, so check that out before you create your first roster.

  • You can choose to work in Day or Week View, and sort the roster by Employee or Area (Department).

  • You can choose to create Assigned Shifts, Unassigned Shifts, or a mixture of both. An assigned shift has a user allocated to work the shift. An Unassigned shift has all the details of the shift, excluding the user working. We'll take you through How To, and the benefits of both below.


Creating An Assigned Shift in Employee View

Employee names are listed down the left side of the page in Employee View. This is how most legacy rosters in businesses migrating to software from paper or excel would appear.

TOP TIP This view might feel like a good place to start because it's familiar, and that definitely makes sense, but it's worth taking a look at your roster in Area View also. The data is more consolidated and you may need to scroll less to view all your rostered shifts making Area View a more efficient way to create and view your roster.

  • Navigate to the Location and Week you want to add the shift

  • Click on the square aligned to the day and user you want to work

  • Users are listed alphabetically by first name

  • Type the time of the shift and enter. You can use any of the following formats (and a mixture of these is fine too!):

    • 9a-5p

    • 900-1700

    • 9-17

  • A drop down will now display with the roles/ jobs this user is able to work. You can enter again to select the default (first) role, or scroll down to select an alternative role.


Creating An Assigned Shift in Area View

In Area View your business' Departments are listed down the left side of the page, names and roles/ jobs of those users are detailed in the shift . This is the most efficient way to view your roster,

  • Navigate to the Location and Week you want to add the shift

  • Click on the square aligned to the day and area you want to roster a user.

  • Type the time of the shift and enter. You can use any of the following formats:

    • 9a-5p

    • 900-1700

    • 9-17

  • A drop down will now display with the users available to work this shift. You can enter again to select the first user in the list, or scroll down to select an alternative user.

  • Users are listed alphabetically by first name.


Creating An Unassigned Shift

You can create an Unassigned Shift in Employee View only. This feature will save you time choosing a user to work the shift and enables available and capable users to choose to work.

  • Choose a day in the Unassigned row, then click on an empty square and Add Shifts, then Enter.

  • A drop down will display showing the different areas you can roster a shift. Choose one and Enter for the shift to populate.

  • After you Share the roster, you can Offer the Unassigned shifts. Learn more about Swaps and Offers.

  • Available Users who have the same Location and Position as the shift are notified (see notification settings), and can opt to work the shift. This can be subject to management approval or automated to assign the first user who wants to do the shift.


Copy shifts

Click and drag to copy a user's shift across the week using the arrow icon which becomes visible when you hover over the shift.

Right click to copy and paste a shift.

  • The shift can be pasted to the same user or another user, as long as the other user shares the same role as the original shift.

  • Use the paste and edit function to make any changes as you paste the shift


Check costs

When your roster is complete you can use the Weekly Summary to review the hours and cost of your roster.

  • The summary defaults to the Total hours tab.

  • Behind the Total hours tab is a Full Summary tab which shows how many staff and how many shifts are rostered as well as the costs.


Share the roster

When you have completed the roster click on share roster to notify your staff of about their shifts.

  • You cannot Undo this action.

  • The share roster button becomes active whenever changes are made or shifts are added to the roster. The notification badge in the share roster button shows how many changes are waiting to be published.

  • If you are working in advance, you can select the week (date range) you want to publish. Otherwise you can select publish all, and every change since the last share will be published across every week where a change has been made. .

  • We will only notify users who have new shifts or changes to existing shifts. If you aren't rostered, no notification will be sent to you.

  • You can make changes after this initial share, you just need to share roster again. In this instance we would only notify the staff affected by the changes.

  • Check your notification settings for how and when your employees are notified

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