How to Configure Roster Settings

Getting There

1. Click Settings (cog icon) in the left sidebar.
2. Select Roster from the settings menu.

Roster Notifications

Choose how employees are notified when shifts are published.

• Mobile Prompts - send push notifications to employees' mobile devices.
• Email Prompts - send email notifications.
• You can enable both, one, or neither.

Invitation Notifications

Choose how employees are notified about open shift invitations.

• Same options as roster notifications: Mobile Prompts and/or Email Prompts.

Invitation Expiry

• Set how long (in hours) an open shift invitation remains valid before it expires.
• Select from the dropdown (e.g. 1h, 2h, 4h, 8h, 12h, 24h, 48h).

Invitation Repeat

Automatically re-send pending shift invitations to employees who have not yet responded.

• Toggle Invitation Repeat on to enable automatic reminders.
• When enabled, pending invitations are re-sent at intervals matching your Invitation Expiry setting. For example, if expiry is set to 8h, invitations are re-sent every 8 hours.
• Each re-send resets the invitation's expiry timer so the employee has a fresh window to respond.
• Re-sends stop automatically when any of these conditions are met:
  • The employee accepts the invitation.
  • The employee declines the invitation.
  • The shift's required roles are filled.
  • The shift start time is reached.
• Employees receive a "Still Available" notification (via push and/or email, based on your Invitation Notification settings) reminding them they have a pending shift invitation.
• The manager who sent the invitations receives a summary notification showing the current status per shift: how many invitations were accepted, declined, had no response, and how many more are still needed.

Team Shifts View on Mobile App

• Toggle this on to show assigned employees in shift details on the mobile app roster.
• Useful for teams that need to see who else is working their shift.

Costed Roster Rounding

Control how forecast hours and costs are displayed on the roster and in exports.

• Open the Rounding dropdown and choose a precision level:
  • Whole Number (default) - values display as integers (e.g. 39).
  • 1 DP - values display with one decimal place (e.g. 38.5).
  • 2 DP - values display with two decimal places (e.g. 38.50).
• This setting applies to:
  • All forecast hours and cost figures on the roster grid (both Shift View and Employee View)
  • Forecast breakdown rows (ordinary, overtime, paid break, etc.)
  • Roster exports (PDF and CSV)
• Each value is rounded independently using the chosen precision.

Company Roles

Company roles are used when scheduling employees into shifts (e.g. Barista, Supervisor, Driver).

To enable company roles

1. Toggle the Company Roles switch on.
2. The roles table appears below.

To add a role

1. Click Add Company Role.
2. Enter the role name.
3. Click Save.

To edit or archive a role

• Click the edit icon to rename a role.
• Click the archive icon to deactivate a role you no longer use.
• Toggle Show Archive to view and restore archived roles.

Bulk upload

• Click Bulk Upload Company Roles to import many roles at once via CSV.

Saving Your Changes

• Click Save Changes at the bottom of the page.

Tips

• Enable both push and email notifications to maximise the chance employees see roster changes.
• Keep invitation expiry short (e.g. 4-8 hours) for urgent shift fills, or longer (24-48 hours) for advance planning.
• Turn on Invitation Repeat for hard-to-fill shifts so employees get automatic reminders without managers having to re-invite manually.
• If you use a short expiry (e.g. 4h) with repeat enabled, employees will receive more frequent reminders. A longer expiry (e.g. 24h) means fewer, less frequent re-sends.
• Use company roles to match the right people to the right shifts - they appear as filters on the roster page.
• If you need greater precision for cost forecasting, switch Costed Roster Rounding to 1 DP or 2 DP. The default (Whole Number) keeps the display clean for quick scanning.