From v3.14, a new feature in Rostering to allow one or more Users to be assigned to a Roster as the “Roster Manager”. This enhancement will enable customers to restrict the visibility of rosters in the roster listing to specific users, providing greater control over roster management and access for customers.
Please read the Permission Updates section for important information regarding updates to permissions.
What is a Roster Manager?
In earlier versions, all rosters in Definitiv under the roster listing (Employees > Team Roster > Rostering [NEW]) were accessible to any user holding the "Manage Roster" permission.
Under the latest update, a roster containing users designated as "Roster Managers" is now exclusively visible to those assigned individuals. Rosters without an assigned Roster Manager will continue to be visible to all users granted the [New/V3 Rostering] Manage Roster Options permission.
Assigning a Roster Manager to a Roster
Ensure you have the correct permissions enabled for your user role in Definitiv - contact your system administrator if you are unsure.
Once logged in to Definitiv, visit the Rostering Listing page in Employees, Team Roster, Rostering.
Click Create NEW for a new roster or the Options button for an existing roster
In the Current Managers field, search for the user to assign as the Roster Manager.
Add additional roster managers if required.
Click Create Roster for new rosters or Save Changes for an existing roster.
Note: The above steps are also applicable when editing the Options inside the roster.
Restricting the Visibility of Rosters
To view all Rosters in the roster listing, set the [New/V3 Rostering] Manage Roster Options to the Global Level for the users assigned User Role(s).
If you want to limit a user's visibility to only the rosters they manage, set the [New/V3 Rostering] Manage Roster Options to the Self Level for the user's assigned User Role(s) before assigning them as a Roster Manager.
For a comprehensive understanding of the capabilities of each level, please consult the Permissions Update section.
Permission Updates
Have there been any updates to permissions?
To enhance rostering flexibility and prepare for future improvements, we have implemented the following updates to permissions within User Roles.
[Legacy/Team Rostering] Manage Rosters
Formerly known as "Manage Rosters", this permission now exclusively applies to customers utilising Team Rosters. This enhancement does not apply to users using this permission.
[New/V3 Rostering] Manage Roster Options
This new permission is necessary to activate Rostering NEW for a user assigned to the User Role. It specifically grants permission for the roster listing located under Employees, Team Roster, Rostering [NEW].
The permission can be set up at the following levels.
Global - The user can:
access the roster listing and see all rosters in the current organisations.
add/edit/remove Roster Managers for all rosters.
Self - The user :
can access the roster listing but only see rosters they are assigned to as the Roster Manager
can create new rosters where they are the roster manager
cannot add/edit/remove roster managers from a roster.
[New/V3 Rostering] Manage Roster Entries
This new permission is necessary to activate Rostering NEW for a user assigned to the User Role. It specifically grants permission to access the roster itself, allowing control over which employees a user can manage in a roster.
Currently, this permission is exclusively available at the Global level. This implies that the user has the authority to oversee all employees within the organisation in a roster.
Do I need my permissions updated to use this feature?
The good news is No, all users who previously had the [Legacy/Team Rostering] Manage Rosters permission have been successfully migrated to utilise the new [New/V3 Rostering] Manage Roster Options and [New/V3 Rostering] Manage Roster Entries permissions.
The migration process also includes assigning the user who created the roster and the user who last published the roster as Roster Manager/s for all existing rosters prior to the 3.14 release.
After the 3.14 release, when a user creates a roster with the [New/V3 Rostering] Manage Roster Options permission enabled and set to Self, the Current Managers field will automatically display the current user. If the permission is enabled and set to Global, the user must specify the Roster manager.