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How to Export the Roster

Export your roster to share with stakeholders, keep records, or use in external systems. You can choose exactly which details to include — and optionally add forecast hours and cost totals to the export.

Steps

  1. Click the Export button in the toolbar.
  2. Choose your export mode:
    • Standard - Includes shift details, times, roles, jobs, and optional forecast data.
    • Role Coverage - Focused view of role fulfilment. Available in both Shift View and Employee View.
  3. Tick the columns you want to include (Shift, Time, Role, Jobs).
  4. Under Forecast, choose what summary data to include:
    • Hours - Adds total scheduled hours per day and for the period.
    • Cost - Adds total labour cost per day and for the period (visible only if your role has financial access).
  5. If your account uses award interpretation, a Detail level option appears when a forecast option is ticked:
    • Totals only - A single row for hours and/or cost.
    • Full breakdown - Itemised categories (Ordinary, Overtime, Paid break, Leave, Min engagement, Rate penalty, Currency penalty, Allowance).
  6. Under Shift Status, toggle Include unpublished shifts on or off:
    • On - Both published and unpublished shifts appear in the export.
    • Off (default) - Only published shifts are included.
  7. Select the format: PDF or CSV.
  8. Click Export.

Forecast values in the export are rounded using your Costed Roster Rounding setting (configurable in Settings > Roster). Choose Whole Number, 1 DP, or 2 DP to control the precision of hours and cost figures in both PDF and CSV exports.

Forecast totals always include all shifts - published and unpublished. If the roster summary is still calculating, the forecast options are temporarily disabled until it finishes.

Your export preferences - including forecast and unpublished-shifts settings - are saved automatically, so you won't need to set them again next time.

Role Coverage in Employee View

When you select Role Coverage mode while exporting from the Employee View, each cell shows the assigned role alongside the shift details:

  • PDF - Each role appears as a labelled card showing the role name, shift name, and start-end time.
  • CSV - Each cell reads Role Name | Shift Name | HH:mm-HH:mm (e.g. Barista | Morning Shift | 06:00-14:00).

If an employee has multiple roles on a single shift, each role gets its own row. Leave and blockout entries still appear on a separate row above the role assignments.

When company roles are not enabled, each shift shows No Role as the role name so the shift is still visible in the export.

Tips

  • Forecast options are only available in Standard mode.
  • The Cost option is only visible to users with financial details access.
  • The Full breakdown detail level is available for accounts with award interpretation enabled.
  • In PDF exports, the forecast appears as a summary table below the roster grid.
  • In CSV exports, forecast rows are appended after the shift data.
  • Role Coverage in Employee View is useful for checking that every rostered employee has the right role assigned, especially when roles drive pay rates or compliance requirements.
  • To change how many decimal places appear in forecast figures, go to Settings > Roster > Costed Roster Rounding.