Overview
Rostering by Project is our second option, introduced to restrict who can be added, viewed, and managed within a roster based on the settings of the project selected in the Roster Scoping Options. Before this feature was introduced, a Roster Manager could only limit employee visibility based on a position and its reporting line.
This functionality is controlled through a setting on the roster, allowing it to accommodate Roster Managers who require visibility and control over employees working on a specific Project.
Problems it Solves
Simplifies rostering: Managers can only see and roster team members who are assigned to the selected project, 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 selected project, enhancing privacy and reducing unnecessary data exposure.
Reduces errors: Minimises the risk of rostering mistakes by restricting the Manager's view to employees assigned to a specific project.
Maintains Flexibility: Managers are still able to cost shifts to projects other than the ones selected in the filter.
Streamlines project costing: Automatically applies default project costing to new shifts, reducing manual updates while maintaining flexibility to change costing when needed.
How Does It Work?
To utilise the Rostering by Project 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 Project from the searchable list under Projects.
(Optional) Select a default project from the "Select Auto-Assign Project" dropdown to automatically default that project when costing to new shifts.
What is the Project?
The "Projects" field shows all Projects that are visible in the current organisation under Structure - Projects.
Adding/Editing the Projects Field
Any user with the "Manage Roster Options" permission can edit the Project field in the Roster Options drawer.
How Auto-Assign Project Works
When a default project is selected: All new shifts created in the roster will automatically be costed to the selected project, streamlining the rostering process.
When a default project is not selected: New shifts will use the employee's primary costing defaults (existing behaviour).
Important Notes
This is a convenience feature: The Auto-Assign Project only sets the default costing for new shifts. Managers can still manually change the project costing on any individual shift to any project in the system.
Flexibility maintained: The costing of shifts is not restricted to only the projects selected in the roster filter, ensuring managers retain full control over cost allocation.
Works with all shift creation methods: The default project costing applies to shifts created manually, through templates, and when importing from previous periods.
Imported work schedules.
Impact on the Roster
The roster will be limited to Employees who are eligible to work on the selected project(s).
The following areas of the roster will be limited by the Project selection:
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 about Costings
The costing of shifts created on the roster will default to:
The Auto-Assign Project (if one is selected), OR
The employee's Primary costings (if Auto-Assign Project is set to "None" or no selection is made).
This allows shifts to continue to be costed to any desired project, regardless of the roster's project filter.
Adding/Changing Project in an Active Roster
A project roster scoping can be applied to a current roster. However, the following should be taken into consideration:
Any employees in the roster who are not eligible to work in the selected project 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 project.
Changing the Auto-Assign Project setting
Does not affect existing shifts: Only new shifts created after the project has been selected in the Auto-Assign setting and saved will use the new default project costing.
Can be changed at any time: The Auto-Assign Project can be updated as needed at any time, and only new shifts created after the change in settings has been saved will be affected.
How is it determined which employees will show up on the Roster?
When a roster is scoped by Project, we check the following to determine eligibility
Whether the Project allows for all employees or only selected employees;
Whether the Employee can only work on assigned projects (i.e., those listed under the Projects tab of their master record) or all projects;
Whether the Project allows for all of one cost centre (e.g., Department) or only selected items of that cost centre;
Whether the Project allows for all of multiple cost centres or only selected items of each separate cost centre;
The impact of having the Project listed or not on the Projects tab of an employee's master record.
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 project.
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 project.
Reassign (Multiple Shifts)
An employee will only show in the list if they can work the selected project for all shift dates.
Day View
If an employee has an overnight shift that overlaps with their cease date in a project, 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 the cease date - shows, but the shift cannot be edited.