Employee Matching Logic in Rostering

Rostering Managers now have enhanced visibility of employee availability or suitability, allowing for more informed decisions when assigning shifts. The employee matching logic to a shift has been improved to consider additional factors, providing a more comprehensive view of an employee’s availability.

The enhanced employee matching logic now considers more than just an employee’s My Availability settings.
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At a high level, it now considers the following:

Rostering managers will receive greater insights into an employee’s availability to pick up shifts.
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To understand how this information is shown when assigning an employee to a shift, you can find the new availability icons under the Shift Legend in the roster.

The enhanced matching logic is applied in the following areas within rostering when assigning a shift to an employee:

It also applies in the Shift Offer feature to ensure only available employees are selected for shift offers.
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For more information on the Shift Offer feature, see our knowledge base article here.

When it comes to leave, the employee matching logic considers pending, partially approved, and approved leave applications. It also considers scheduled leave, which is leave that has been included on a repetitive basis in the work schedule, e.g., RDO.
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Both full day and partial day leave applications are considered, too.

When it comes to a leave application and overnight shifts, the date of the leave application is to match the day the shift starts on, even if processing a partial day leave application for the morning component. See the table below for an explanation:
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The employee matching logic works in alignment with the leave application logic for customers. However, if an overnight shift does overlap into a day of leave, e.g., the employee was taking Tuesday as a full day of leave, then a warning is still provided in the shift within the roster so that you have this information at hand.

Being aware that an employee is already assigned to a rostered shift is crucial for a Rostering Manager when filling a vacant shift.
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The new matching logic considers the following when it comes to shifts:

Note: If an employee has rejected a shift and the shift is in a Rejected status, the employee will be considered unavailable until they are unassigned from the shift. This scenario only applies if the Automatically vacate shifts when rejected checkbox is set to false in Roster Options and employees are required to accept shifts.

Roles assigned to an employee's master record, along with their commencement and cease dates, are now considered so as to refine the list of employees available for selection, ensuring information shown is more relevant to the Rostering Manager.
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The Allow Non-Assigned Costing Parameters checkbox in the Roster Options influences how an employee matches to a shift.

It is important for managers to roster only employees currently employed with the business.
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Therefore, employees will not be shown in the list when assigning a shift if it is before their hire date or after their termination date.
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If a shift overlaps with an employee's hire or termination date (e.g., an overnight shift that starts the day before their hire date), they will show as partially available.

Takes into account public holidays based on an employee’s location and their allocated shifts.
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If an employee is already rostered and their shift is marked as Public Holiday Worked, they show as Already Rostered.
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For Public Holiday Not Worked shifts, they show as Unavailable.

When reassigning multiple shifts, the following rules apply:

There can be times when the logic needs to consider multiple events impacting an employee’s availability to work a shift. In these cases, the following order of priority is applied;

This means that if an employee has a work schedule shift and approved leave for Friday, the logic will show that the employee is on approved leave as it is higher in the pecking order.