Help Center

The Rosters page uses an infinite scrolling system where you can view and manage rosters across unlimited dates. Navigate horizontally to see past and future rosters, with the system loading more data as you scroll.

Main View Structure

The roster view consists of one main infinite scrolling area with date columns, and two sidebars on the left. The Employee/Template sidebar shows templates you can drag to create rosters, plus lists of employees or positions depending on the view type. The Position/Context sidebar appears when you select a roster and shows the positions or employees for that specific roster.

Creating Your First Roster

Before you can create a roster, you must first create a template on the Templates page. Templates define the structure (days, view type, positions/employees) for your rosters. Once created, templates appear in the left sidebar where you can drag them onto any date to create a roster instance. Each dragged template creates an independent copy that you can modify for that specific week or month without affecting the original template.

View Types

Rosters come in two view types that can exist simultaneously on your screen. Position View rosters display rows as positions grouped by areas - useful for seeing which employees fill each position. Employee View rosters display rows as employees grouped by areas - useful for seeing each employee's full schedule. You can have both types visible at the same time in the infinite scroll area.

Dragging Templates

To create a new roster, locate the template you want to use in the Templates section of the left sidebar. Click and hold on the template, then drag it over to a date header in the main roster area. As you drag, the target date headers will highlight to show where you can drop. Release the mouse button to create a roster starting at that date.

Template Properties

Each template shows its name, duration (e.g., "1 week" or "14 days"), and view type (Position or Employee). These properties determine what your roster will look like when created. The duration determines how many days of date columns the roster will span.

What Happens When You Drop

Dropping a template creates a complete copy of that template at the chosen date. This copy is independent - changes you make to it won't affect the original template or other rosters. The roster will span the number of days defined in the template, starting from the date where you dropped it.

Empty Date Areas

Where there are no rosters, you'll see empty date headers. These areas are ready to receive dragged templates. The infinite scroll system automatically loads more empty dates as you scroll forward or backward.

Right-Click Context Menu

Right-click on any roster's date headers to access management options. The context menu provides three key actions: Select/Deselect Table, Share/Unshare, and Remove Table.

Selecting Rosters

Click "Select Table" to highlight a roster for editing. Only one roster can be selected at a time. When selected, the Position/Context sidebar updates to show details specific to that roster. Click "Deselect Table" to unselect it.

Sharing Rosters

Click "Share Table" to mark the roster as "live" for publishing to employees. Shared rosters are visually indicated with a blue border around the entire roster table. When you save the roster, shared tables will be published and employees will be notified. Click "Unshare Table" to remove the live status - the blue border disappears and the roster won't be published on save.

Removing Rosters

Click "Remove Table" to delete a roster completely. This action removes the entire roster instance from the date range. You'll be asked to confirm before deletion. This only removes this specific roster copy, not the original template.

Visual Indicators

Shared (live) rosters display a blue border around the entire table to clearly indicate they will be published when saved. Selected rosters are highlighted to show they're currently active for editing in the sidebar.

The roster editor includes four powerful tools accessible from the toolbar: Block Tool, Eraser Tool, Time Tool, and Shift Request Tool. Only one tool can be active at a time.

Block Tool

The Block Tool marks cells as unavailable or off-duty. Click the Block button in the toolbar to activate it - a block icon follows your cursor. Click any cell to block it, preventing shifts from being assigned. Blocked cells show a diagonal strikethrough pattern. Click the tool button again to deactivate. Use this for days off, public holidays, or unavailable time slots.

Eraser Tool

The Eraser Tool removes shifts from cells. Click the Eraser button to activate it - an eraser icon follows your cursor. Click any cell to remove all shifts from it. In Employee View, you can click individual position badges to remove just that position, or click the empty cell area to clear all positions. Click the tool button again to deactivate.

Time Tool

The Time Tool applies a preset time range to multiple cells quickly. Click the Time Tool button to open a modal where you set your desired start and end times. After setting times, click "Activate Tool" - a clock icon follows your cursor. Click any cell to apply those times. This is useful for setting the same hours across many cells. Click the tool button again to deactivate.

Shift Request Tool

The Shift Request Tool marks positions as needing coverage (Position View only). Click the Shift Request Tool button to activate it. Click on any cell that has a position and times set to convert it to a shift request. Shift request cells show a special indicator badge on the date header showing how many requests exist. Click the tool button again to deactivate.

Tool Indicators

When a tool is active, its button in the toolbar is highlighted, and a cursor icon shows which tool you're using. Tools automatically deactivate each other - activating one tool turns off any other active tool.

Position View rosters display rows organized by position, making it easy to see who's filling each role.

Assigning Employees

To assign an employee to a position, click on an empty name cell or click on an existing employee name to change it. A modal appears with a searchable list of employees. You can search by typing the employee's name in the search box, or scroll through the list. Click on an employee to assign them to that cell. The employee's name immediately appears in the cell.

Drag and Drop Employees

Once an employee is assigned, you can drag their name cell to other cells in the same position row. Click and hold on the employee name, drag to another date cell in the same row, and release to copy them there. This is faster than using the modal repeatedly for the same employee.

Setting Times

Click on the clock icon in any cell to set shift times for that specific cell. A time picker modal appears where you select start and end times using 24-hour format. Click "Set Time" to apply. The times display next to the employee's name.

Set Row Times

Right-click on any position row in the sidebar or in the table to open the row context menu. Select "Set Row Times" to apply the same start and end times to every cell in that row. This is useful for positions with consistent daily hours. A modal appears where you set the times, then click "Apply" to set times for all cells in that row.

Changing Positions

To change which position a row represents, click on the position name in the left sidebar. A dropdown appears with all available positions. Select a different position to reassign the entire row. This updates the row header and affects which employees can be assigned (based on their qualifications).

Row Management

Right-click on any row to access additional options including Set Row Times, Duplicate Row (creates an identical copy), and Delete Row (removes the entire row).

Employee View rosters display rows organized by employee, showing each person's complete schedule across all their positions.

Assigning Employees to Rows

In Employee View, each row represents one employee. Click on an empty employee row to open the employee selection modal. Search for or select an employee from the list. Once assigned, that employee's name appears and the entire row becomes active for adding positions.

Adding Positions

To add a position to an employee's day, you have two options. First, you can click on a position in the left sidebar to select it (the position highlights and a cursor indicator appears). Then click on any cell in an employee row to add that position. Second, you can right-click on any employee cell to see a context menu of positions that employee is qualified for, then click a position to add it.

Drag and Drop Positions

Position badges in employee cells are draggable. Click and hold on any position badge (with its time), drag it to another cell in the same employee row or a different employee row, and release to move or copy it. This makes it easy to reschedule shifts or reassign them to other employees.

Setting Position Times

Each position badge can have its own times. Click the clock icon next to a position badge to set or edit its times. A time editor appears where you can set start and end times. These times are specific to that position on that day for that employee.

Copy and Paste Shifts

Right-click on a cell to access copy and paste options. "Copy Shift (Ctrl+C)" copies all positions and times from that cell. "Paste Shift (Ctrl+V)" pastes them into another cell. You can also use the keyboard shortcuts Ctrl+C and Ctrl+V after clicking a cell to select it.

Fill Down and Fill Across

Right-click on a cell with positions and times to access quick fill options. "Fill Down" copies that cell's content to all subsequent days in the same employee row. "Fill Across" copies the cell's content to all days in the week. These are powerful for creating repeating schedules.

Multiple Positions Per Day

Employees can have multiple positions in a single day. Each position appears as a separate badge in the cell. Add additional positions by selecting from the sidebar or right-click menu. Each position can have different times.

Row Management

Right-click on an employee row in the sidebar to access options including Remove Employee (removes that employee from the roster area), Duplicate Row (creates a copy), and Clear Row (removes all positions but keeps the employee).

What Are Areas?

Areas are organizational groups that help you structure your rosters by department, location, or team. Both Position and Employee View rosters organize their rows into areas, shown as section headers.

Viewing Areas

In the main roster view, areas appear as labeled sections with rows grouped beneath them. The area name shows at the top of each section. In the sidebar, when a roster is selected, you'll see areas listed with their positions or employees beneath them.

Changing Row Areas

Click on an area header in the sidebar to open an area selection modal. Choose a different area from the list to reassign all rows in that section. This moves entire groups of positions or employees to different areas.

Reordering Rows

In the sidebar, you can drag and drop rows to reorder them within an area or move them between areas. Click and hold on a row in the sidebar, drag it to a new position, and release. A blue line indicator shows where the row will be placed. This reordering affects the display order in the main roster table.

Adding Rows to Areas

Each area section has a "+" button to add new rows. In Position View, clicking + adds a new position row to that area. In Employee View, clicking + adds a new employee row to that area. You can then assign the position or employee using the selection modals.

What Are Shift Requests?

Shift requests are open positions that need to be filled. They appear in both Position View and Employee View rosters, allowing you to mark shifts as needing coverage before assigning specific employees.

Creating Shift Requests (Position View)

In Position View, activate the Shift Request Tool from the toolbar. Click on any cell that has times set to convert it to a shift request. The cell changes to show it's a request rather than an assigned shift. You can also right-click cells to cancel shift requests.

Creating Shift Requests (Employee View)

In Employee View, click on date headers to create shift requests. A modal appears where you select the area, position, and set times for the request. These requests show as special indicators on the date headers.

Viewing Shift Requests

Date headers with shift requests display a badge showing the number of requests. Click the badge to open a modal showing all shift request details for that day including the position, area, and time range. From this modal, you can edit request details or delete requests.

Filling Shift Requests

To fill a shift request, assign an employee to the cell (Position View) or convert the request to a regular shift with an employee assigned (Employee View). The request indicator updates or disappears once filled.

Managing Requests

In the shift request details modal, you can edit times, change the position or area, or delete the request entirely. Each request can be managed individually.

What Are Leave Conflicts?

Leave conflicts occur when you assign an employee to work on a day they have approved leave. The system automatically detects these conflicts and alerts you in Employee View rosters.

Visual Indicators

In Employee View, cells with leave conflicts display a warning indicator - typically a colored badge or border. This makes it immediately obvious when you've scheduled someone during their time off.

Viewing Leave Details

Hover over or click on a leave conflict indicator to see details about the leave including the type of leave (annual, sick, etc.), the dates it covers, and approval status. This helps you understand why the conflict exists.

Resolving Conflicts

To resolve a leave conflict, you can remove the employee from that shift using the Eraser Tool or by deleting the position assignment, reassign the shift to another employee who isn't on leave, or check if the leave request can be modified if it hasn't been finalized.

When Conflicts Appear

The system checks for leave conflicts automatically when you assign employees to shifts in Employee View. Conflicts only show in Employee View rosters since that's where individual employee schedules are visible across all their positions.

Unsaved Changes

As you make edits to rosters, the system tracks that you have unsaved changes. You'll see a save button in the interface indicating changes are pending. Make sure to save regularly to avoid losing work.

The Save Button

Click the save button (typically in the bottom right corner) to commit all your changes. This saves all modifications across all visible rosters. A confirmation message appears when the save is complete.

Email Notifications

There's a checkbox option to send email notifications when you save. If checked, employees will receive emails about their roster updates. This checkbox setting is saved in your browser for future sessions. Use this when you want to notify employees of new or updated rosters.

Publishing Shared Rosters

Only rosters marked as "shared" (with the blue border) will be published to employees when you save. Unshared rosters save your changes but remain private. This lets you work on draft rosters without publishing them.

What Gets Saved

The save operation captures all changes including employee and position assignments, shift times, area changes, row reordering, blocked cells, shift requests, and shared/unshared status for each roster.

Best Practices

Save frequently as you work to avoid losing changes. Mark rosters as shared only when they're ready for employees to see. Use the email notification checkbox selectively - only when you want to alert employees immediately. Review all visible rosters before saving, as the save applies to everything on screen.

How Infinite Scrolling Works

The roster view uses infinite horizontal scrolling, meaning you can scroll left or right indefinitely to see past or future dates. The system automatically loads rosters as you approach the edges of the currently loaded content.

Scrolling Forward

Scroll right to view future dates and rosters. As you approach the right edge, the system automatically loads more dates and any rosters that exist in that range. The scroll area expands seamlessly to show new content.

Scrolling Backward

Scroll left to view past dates and rosters. As you approach the left edge, the system loads historical rosters and date headers. Your scroll position adjusts automatically to keep your view stable as new content appears.

Finding Today

When you first load the rosters page, the view centers on today's date. Look for today's date column which serves as your reference point. You can scroll freely from there to past or future dates.

Calendar Navigation

Use the calendar button (if available) to jump directly to a specific date instead of scrolling. This opens a calendar modal where you select a date, and the view instantly scrolls to show that date range.

Performance

The infinite scroll system only loads rosters as needed, keeping the page responsive even with hundreds of rosters. You don't need to worry about loading too much data - it's managed automatically.

Date Range Indicators

Date headers show the day, date, and month for each column. These headers remain visible as you scroll, helping you stay oriented in time. The current date (today) may have special highlighting.

Sidebar Search

The left sidebar includes a search bar to filter the employee or position list. Type a name to instantly filter the list to matching items. This makes it faster to find who or what you're looking for when assigning shifts.

Employee Filtering

When viewing Employee View rosters, the sidebar shows employees. Use the search to filter by employee name (first or last). The list updates in real-time as you type.

Position Filtering

When viewing Position View rosters, the sidebar shows positions. Use the search to filter by position name. This helps you quickly locate specific roles.

Filter Reset

Clear the search box to show all items again. The filter is temporary and doesn't affect the actual roster data, only what you see in the sidebar.

Template Search

The Templates section in the sidebar can also be searched or filtered. If you have many templates, use the search to find the one you need for creating a new roster.

Collapsible Sections

The sidebar includes collapsible sections (like Templates). Click section headers to expand or collapse them, giving you more space for the section you're currently using.