What is Group Rostering?
Group rostering allows you to assign multiple staff members to a single shift for one participant. All assigned staff share the same shift time and location, but each staff member can have their own:
Appointment type (the service they are providing)
Clock in and clock out time
SCHADS compliance warnings
This is different from creating separate individual shifts because the staff are linked together as part of the same appointment.
When to Use Group Rostering
Use group rostering when:
A participant requires two or more support workers at the same time (for example, high physical support needs)
You are running a group activity where multiple staff members support the same participant
Manual handling requirements specify two-person assists
A participant has complex needs requiring different skill sets from multiple workers simultaneously
Creating a Group Shift
Step 1: Start Creating a New Shift
Open the scheduler and click the Add button in the header, or click on an empty time slot in the calendar
The shift creation panel will slide open from the right
Step 2: Select the Participant
In the Client field, search for and select the participant who will receive the service
Once a participant is selected, the employee options will become available
Step 3: Enable Multiple Staffs
Below the Employee field, you will see a checkbox labelled Has Multiple Staffs?
Tick this checkbox to enable group rostering
When enabled, two staff entry rows will appear automatically
The single employee field will be replaced with the multiple staff interface
Step 4: Add Staff Members
For each staff row:
Click in the employee search field
Start typing the staff member's name
Select the correct staff member from the dropdown list
Choose an Appointment Type from the dropdown next to their name (this defines what service that staff member is providing, and the price book to be used).
Staff members who are already added to the shift will not appear in the dropdown for other rows, preventing you from accidentally adding the same person twice.
Step 5: Add More Staff (Optional)
If you need more than two staff members:
Click the + Add more link below the staff list
A new row will appear where you can add another staff member
Repeat as needed for each additional staff member
Step 6: Remove a Staff Member (Optional)
If you need to remove a staff member:
Click the X button on the right side of their row
The row will be removed from the list
Note: You cannot remove a staff member if it would leave only one person on the shift. A group shift must have at least two staff members.
Step 7: Complete the Remaining Fields
Fill in the rest of the shift details as normal:
Date and Time – The start and end time (all staff share the same shift time)
Address – The service delivery location
Comments – Any notes about the shift
Recurring options – If this is a repeating shift
Step 8: Save the Shift
Click Create Appointment to save the shift. The shift will appear on the calendar with a group icon indicating multiple staff are assigned.
How Group Shifts Appear on the Calendar
Group shifts are displayed differently from single-staff shifts:
Title: Instead of showing the appointment type, the shift block displays "Multiple Staffs Shift"
Group Icon: A small group/users icon appears in the top right corner of the shift block
Staff Count: At the bottom of the shift block, instead of a staff member's name, you will see the number of staff assigned (for example, "3" if three staff are rostered)
Viewing Group Shift Details
Click on a group shift to open the shift details panel. The panel will show:
Header Information
Appointment title
Date and time
Duration
Whether the shift is recurring
Participant name and contact details
Service address
Employee Section
Each staff member appears in their own card showing:
Profile photo and name – Click the name to go to their staff profile
Appointment type – The specific service this staff member is providing (each staff member can have a different type)
Contact details – Email and phone number
Status badge – Shows their clock in/out status
SCHADS warning badge – If this staff member has any compliance issues for this shift, a warning badge will appear next to their name
Actions dropdown – Available actions for this specific staff member
Status Badges for Each Staff Member
Each staff member's status is tracked individually:
Badge | Meaning |
No badge | Shift has not started yet |
Clocked In | Staff member has clocked in but not clocked out |
Not Clocked In | The shift start time has passed but the staff member has not clocked in |
Shift Complete | Staff member has clocked in and clocked out |
Not Clocked Out | The shift end time has passed but the staff member has not clocked out |
Clock In and Clock Out for Group Shifts
Each staff member clocks in and out independently. This means:
Staff can clock in at slightly different times
Staff can clock out at slightly different times
One staff member being clocked in does not affect the others
Each staff member's actual hours are recorded separately
To Manually Clock In or Out a Staff Member:
Open the shift details panel
Find the staff member's card
Click the Actions dropdown on the right side of their card
Select Clock In or Clock Out
Enter the time in the dialog that appears
Click confirm
Editing a Group Shift
You can edit a group shift only if no staff member has clocked in yet. Once any staff member clocks in, the shift is locked from editing.
To edit:
Click on the shift to open the details panel
Click the pencil icon next to the title
Make your changes
Save the shift
When editing a group shift, you can:
Add or remove staff members
Change appointment types for individual staff members
Update the shift time, date, or location
SCHADS Compliance for Group Shifts
SCHADS compliance is checked individually for each staff member on a group shift.
This means:
One staff member might have a warning while others do not
Each staff member's warning is shown next to their name in the shift details
The shift block on the calendar will show a warning badge if any staff member has a compliance issue
Common SCHADS warnings include:
Exceeding maximum daily or weekly hours
Insufficient break time between shifts
Working more than allowed consecutive days
Cancelling or Deleting a Group Shift
Group shifts can only be cancelled or deleted if no staff member has clocked in.
To cancel or delete:
Open the shift details panel
At the bottom, click either Delete or Cancel
Confirm your action
When you cancel or delete a group shift, it affects all staff members assigned to that shift.
Shift Pool and Group Rostering
The Shift Pool option and Has Multiple Staffs option are mutually exclusive. A shift can either be:
In the shift pool (unallocated, waiting for a staff member to claim it), OR
Assigned to one or more specific staff members
If you tick Shift Pool, the multiple staffs option will be disabled. If you tick Has Multiple Staffs, the shift pool option will be disabled.
Frequently Asked Questions
Q: Can different staff members have different start or end times?
A: No. All staff members on a group shift share the same scheduled start and end time. However, their actual clock in and clock out times are recorded individually, so if one person arrives early or leaves late, this will be reflected in their timesheet.
Q: Can I add staff to a group shift after someone has clocked in?
A: No. Once any staff member has clocked in, the shift cannot be edited. You would need to create a separate shift for the additional staff member.
Q: Do group shifts create separate billing entries for each staff member?
A: This depends on your billing configuration. Each staff member has their own appointment type, which determines how their time is billed. The billable entries are typically generated per staff member based on their individual clock times.
Q: Is there a limit to how many staff can be on a group shift?
A: There is no set limit. You can add as many staff members as needed by clicking the + Add more link.
Q: What happens if one staff member calls in sick?
A: You can edit the shift (if no one has clocked in yet) and remove that staff member. If the shift has already started, you cannot remove them from the shift record.