Use the Client and Staff roster views

Steps

The screenshots show a demonstration organisation with made-up names. Your own screens show your organisation's details. Select a screenshot to open it full size.

1. Go to Rostering > Client view

   In the left menu, choose Rostering. The calendar opens on the current week, in the Client view. The screen always opens in the Client view.

   1 Check that Rostering is highlighted in the left menu. This is the screen with one week or two weeks at a time. SIL/Smart Rostering is a different screen.

   2 At the top left of the calendar, the Client and Staff buttons switch the view. Client is the one that is highlighted.

   3 Each row below is one client. The row starts with the client's name and the hours of their shifts in the dates shown. The seven days run across the screen, from Monday to Sunday.

   4 Above the names, the search box reads Search clients or sites. You type there to narrow the rows.

   

2. Read the shifts in a client's row

   1 At the left of the row, read the client's name and the line under it, for example 15.0 hrs. It adds up the hours of all the client's shifts in the dates shown, so it changes when you move to another week or choose Fortnight.

   2 A card with a person's photo and name is a shift that has someone assigned. The card shows the time, and the person's name.

   3 An amber card that says Assign staff is a shift with nobody assigned yet. Choose it to open the shift and choose someone.

   4 Choose + Add at the foot of a day that already has a shift to add another shift on the same day. Choose an empty part of a day to add the first one.

   Fields in step 2

   Field	What it means
   Client name and hours	The client's name, and the total hours of their shifts in the dates shown, to one decimal place, for example 15.0 hrs.
   Day headings	The day name and date number across the top. Today's date number is circled, and weekend days have a shaded background.
   Shift card, with a person	Shows the start and end time, and the name of the person assigned. Choosing it opens the shift for changes, for people who can edit shifts. For people who can only view the roster, the card is plain.
   Shift card, Assign staff	An amber card showing Assign staff. Nobody is assigned. People who can only view the roster see the word Unassigned instead.
   Add	A small + Add button at the foot of a day that already has shifts. It adds another shift for the same client and date.

   

3. Switch to the Staff view

   1 Choose Staff, at the top left of the calendar. The rows change from clients to staff.

   2 The first row is Vacant shift, with the word Unassigned under it. Every shift that has nobody assigned sits in this row, and each card shows the client's name.

   3 Each other row is a staff member. Under the name is the total hours of their shifts in the dates shown. These hours count only the shifts scheduled on this screen, not the shifts of SIL houses. A person who is on leave also has the label On leave under their name.

   4 The shifts in a person's row show the client's name. Choosing one opens the shift, as in the Client view.

   An Other staff row, with the words Not on your staff list, appears only when a shift in the dates shown is assigned to someone who is not one of the rows on your screen, for example a person who has been made inactive. Their name is on the card.

   Fields in step 3

   Field	What it means
   Vacant shift	The first row. It holds the shifts that nobody is assigned to yet. Each card names the client.
   Staff member row	Shows the person's photo or initials, their name, and their hours in the dates shown. The hours count the shifts assigned to them on this screen in these dates, and do not include SIL shifts.
   On leave	A label under the name of a person whose status is On leave. BondiByte warns you, but does not stop you, when you assign them a shift.
   Other staff	Shows shifts assigned to someone who is not one of the rows on your screen. It appears only when there is such a shift.

   

4. Find a client or a person with the search box

   1 Choose the search box at the top left of the names. In the Client view it reads Search clients or sites, and in the Staff view it reads Search staff.

   2 Type part of a name. The rows narrow as you type, to the clients, sites or staff whose name contains what you typed. In the Staff view the Vacant shift row stays while it holds a shift that matches.

   3 Choose the small cross at the right of the box, Clear search, to bring every row back.

   If nothing matches, the screen says No clients match or No staff match followed by what you typed.

   

5. Highlight shifts that still need a person

   1 At the top left, choose the list with the funnel icon, Filter shifts by staffing. It starts as All shifts.

   2 Choose Unassigned. The shifts with nobody assigned stay clear, so they stand out. Choose Assigned instead to highlight the shifts that have someone.

   3 The shifts that do not match fade, but stay on the screen.

   Choose All shifts to remove the effect. The filter works in both views and does not hide anything. It is set back to All shifts each time you open the screen.

   

6. Show SIL clients on the same calendar

   1 Choose Include SIL clients, at the top right. The switch turns on. In the Staff view, the shifts that your SIL houses have rostered for each person appear in their row as lighter cards, so you can see when someone is already working at a house. In the Client view, a SIL Roster section is added below your clients, with a row for each SIL house or community client.

   2 To keep the view as it is, choose the padlock beside it. The padlock locks Include SIL clients and the Weekly or Fortnight choice, so they cannot be changed by accident. Choose the padlock again to unlock them.

   3 A lighter card with a site name in blue is a SIL shift. It shows the time, the shift title and, in a person's row, the name of the site. The hours beside a name do not include these shifts. Choosing one opens a quick editor that says Managed in SIL/Smart Rostering. Edits apply to this one shift. It changes that one shift only: its title, dates, times, required staff, minimum shift notes required and invoice line items. The roster period, publishing and putting several workers on a shift are managed on SIL/Smart Rostering.

   The screen remembers Include SIL clients, the padlock and the Weekly or Fortnight choice, on the computer you are using.

   

7. Add a shift from either view

   In the Client view, choose an empty part of a day in a client's row. The Add shift window opens with that client and that date already chosen.

   In the Staff view, choose an empty part of a day in a person's row. The Add shift window opens with that person already chosen in Assigned staff. Check Client before you save, because it starts on the first client in the list.

   You can also choose Add shift at the top right, which opens the same window for any client and date. Steps for the window itself are in Create a shift.

   Note: The Add shift button is greyed out while the week is loading and when there are no clients to roster. Both views show the same shifts, so a shift added in one view appears in the other.

What happens next

Both views show the same shifts, arranged two ways. A shift added or changed in one view is shown in the other.

Use Today, Jump to date, the two arrows and the Weekly or Fortnight choice to move through time. The hours beside each name follow the dates shown.

When the week is ready, choose Publish to tell staff. Publish needs Can edit shift and is hidden if you can only view the roster. The small information button beside it, About publishing, explains that Publish notifies the assigned staff about their shifts for the dates you choose, and that it does not publish SIL rosters, which are published on SIL/Smart Rostering. See Publish a roster.

Important notes

Good practice

• Use the Client view to check that every client is covered, and the Staff view to check how many hours each person has before you give them more shifts.
• At the start of each week, choose Unassigned in Filter shifts by staffing in the Staff view. The Vacant shift row shows what still needs a person, and every other shift fades.
• Switch Weekly to Fortnight to compare people over two weeks. The hours beside each name then cover all fourteen days.
• Turn on Include SIL clients when you plan for people who also work at a house. Their SIL shifts show when they are already working.
• Look for On leave under a name before you assign a shift. BondiByte warns you but does not stop you.
• Use the search box to jump straight to one client or person on a long list, then choose Clear search to bring everyone back.

Troubleshooting