Line Manager rostering is our first option introduced to restrict who can be added, viewed, and managed within a roster based on a reporting position in the Org Chart. Before this feature was introduced, a Roster Manager could add any employee could be added to their roster.
This functionality is controlled through a setting on the roster, allowing it to accommodate both Line Managers and centralised Roster Managers who require visibility and control over employees under a specific Line Manager.
Problems it Solves
Simplifies rostering: Line Managers can only see and roster their direct team members, reducing the complexity and time spent searching for specific employees compared to when they see all staff.
Improves privacy: Limits visibility over employees to only those relevant to the Line Manager, enhancing privacy and reducing unnecessary data exposure.
Reduces errors: Minimises the risk of rostering mistakes by restricting Line Managers’ view to their designated team members.
Streamlines operations: Centralised Roster Managers can efficiently manage rosters for multiple teams when operations are structured around reporting lines rather than cost centres.
How Line Manager rostering works
To utilise the Line Manager rostering capability, follow these steps;
Navigate to My Team/Employees, Team Roster, Rostering [NEW];
Select Add New Roster to open the Options drawer;
Switch to the Visibility tab, and choose the applicable Line Manager Position.
The Position
The Position field shows all the positions currently within the Org Chart (accessible via Teams in the top right-side menu of Access Definitiv).
Choose the position of the relevant Line Manager needed for the roster.
Adding/Editing the Position Field
Any user with the Manage Roster Options can view the Position field in the Roster Options drawer. However, a user can only edit the Position field if they have the View Teams permission turned ON.
Impact on the Roster
The roster will be limited to the incumbents of positions that report up to the selected Line Manager position set in the roster’s Options.
The following areas of the roster will be limited by the Line Manager position:
Calendar view in the roster
Day view in the roster
Add Employee drawer
Add/Edit Shift drawer
Reassign shift list
Shift offers
Import from templates and previous periods
Important Note: The incumbent(s) of the position set in the roster’s Options will NOT be included in the roster. Only the people who report up to the position can be rostered.
Changes to the Org Chart
Commencement/Cease Date of Employee in a Subordinate Position
Line Manager rostering does take into consideration changes to employees in positions that report up to the Line Manager position.
For example, the Line Manager gets a new hire or an employee moves position and changes Line Manager.
Access Definitiv looks at the commencement and cease dates of employees in a position. The below “X” in the roster shows how an employee will appear for dates they are not actively in a position that reports up to the Line Manager position. If the employee isn’t active in the position for any dates within the current roster period in view, they will not be visible at all.
Commencement and Cease Date Logic
For an employee to be visible and added to the roster and/or assigned to a shift in the roster, they must meet the following criteria:
Commencement Date in a position that reports up to the Line Manager position is before or equal to the end date of the current roster period view.
Cease Date in a position that reports up to the Line Manager position is after or equal to the start date of the current roster period view.
Commencement/Cease Date of Employee in the Line Manager Position
This has nil impact on rostering, as the Line Manager rostering is driven by the position itself, not by an incumbent in the position.
Adding/Changing Position in an Active Roster
A Line Manager Position can be applied to a current roster. However, the following should be taken into consideration:
Any employees in the roster who don’t report to the selected position will be removed from view in the roster.
Any shifts (published and draft) applied to the above stated employees will be removed from view in the roster.
Published shifts will remain published.
Draft shifts will remain draft. It is recommended that draft shifts be either published or removed before changing the position.
Overnight Shifts and Commencement/Cease Dates
Add/Edit Shift Drawer
An employee will always show as partially available if they have an overnight shift that overlaps with their commencement or cease date in a position
Reassign (Single Shift)
An employee will always show as partially available if they have an overnight shift that overlaps with their commencement or cease date in a position
Reassign (Multiple Shifts)
An employee will only show in the list if they are in a relevant position for all shift dates
Day View
If an employee has an overnight shift that overlaps with their cease date in a position, the parts of the shifts on the following days will show with the following conditions;
Cease date - as normal and able to be edited.
Day after cease date - shows, but the shift cannot be edited.