Getting Started with Roster Settings in ClickTime Australia

Getting Started With Roster Setting

Building an efficient and accurate scheduling system starts with a strong foundation. This guide will walk you through the essential roster settings in ClickTime, ensuring your schedules are configured to meet the unique needs of your Australian business. You will learn how to manage shift settings like overlapping shifts and fatigue rules, configure shift confirmation processes, and customize the display of your rosters for a clear and streamlined workflow.


Roster Settings: Building the Foundation for Efficient Scheduling

Before diving into creating your first schedule, take a moment to complete the roster settings and customization options. This crucial step is like building the foundation of your scheduling system. Here's why:

  • Streamlined Workflow: Setting up the roster preferences ensures a smooth and efficient scheduling process. Everything will be configured according to your specific needs, saving you time and effort in the long run.
  • Clear Understanding: By completing the roster settings, you gain a comprehensive understanding of how the system functions and how your schedules will be displayed. This clarity will be invaluable as you manage your staff and create future rosters.

Remember, a little preparation goes a long way! Taking the time to configure your roster settings initially will make scheduling a breeze.


Access Roster Setting

Go to Seeing > App Setting > Roster Setting

Double Booking and Overlapping Shifts

This section allows you to configure how the system handles situations where employee shifts might overlap. You can choose whether to:

  • Allow Overlapping Shifts: This enables employees to be scheduled for shifts that partially overlap with existing commitments. This might be suitable for certain industries or situations where flexibility is needed.
  • Prevent Overlapping Shifts: This is the most common setting, and it ensures employees are not scheduled for shifts that conflict with their existing availability.

Configuring Overlapping Shifts (if applicable)

If you choose to allow overlapping shifts, you can further configure the system's behavior:

  • Maximum Overlap Duration: This sets the maximum number of minutes or hours a shift can overlap with another. For example, you might allow a maximum overlap of 30 minutes to accommodate short handoff periods between team members.

       

Shift confirmation

ClickTime provide and support two Methods for Creating and Managing Roster for the employees

Pre-Allocation of Shifts
Some organizations prefer to create a draft roster, allocating employees to different shifts and sites based on their knowledge of employee preferences, availability, and agreements. Once the draft roster is complete, they confirm all shifts and publish the entire roster to their staff. Employees then receive the roster, acknowledge their next week's schedule, and may contact the company to request alterations based on their circumstances.

Shift Confirmation
Other companies create a draft roster and allocate employees to various shifts and sites, marking all shifts as tentative. They then publish the roster to the employees, who can use the mobile app to accept or decline shifts based on their availability and preferences. This allows employees to confirm or decline shifts according to their schedules.
Click here to read more about shift confirmation. 

Shift Maintenance

This section lets you select the extra fields and data that you can enter for your shifts. Enable relevant fields and disable those that don't apply to your business

  • Available Fields: You can choose which information is displayed for each shift. These fields might include:

    • Task/Activities: Enabling this will allow you to enter and assign a  Task/Activity for the shifts. 
    • Job Ref No:  Enabling this will allow you to enter and assign a Job Ref No for the shifts. 
    • Depot:  Enabling this will allow you to enter and assign a Depot for the shifts.
    • Shift Tags:  Enabling this will allow you to enter and assign a custom label or tags for the shifts.  Click Here to read more about Shift Tags
        

Shift Display Customization

This section allows you to configure the information displayed on the shift details page which can be viewed by your employees on the employee app. 

  • Available Fields: You can choose which information is displayed for each shift. These fields might include:

    • Client Name: Displays the name of the client or customer associated with the shift.
    • Task/Activities: Shows the specific tasks or activities assigned to the shift. (If enabled)
    • Job Ref No: Displays a reference number associated with the job for the shift. (If enabled)
    • Depot: Identifies the location (depot) where the shift will take place. (If enabled)
    • Shift Tags: Allows for custom labels or tags to be attached to each shift. (If enabled)
            

Break Time Deduction

The automatic break time rules can be used to automatically deduct break time from an employee's  rostered shift in addition to the employee timesheet.  If you want ClickTime to automatically calculate the deduct the break time, then you need to:
1. Enable the break time deduction on roster setting
    
2. Configure the break time deductions for each of your sites
Click Here to read more about how break time deduction works. 


Employee Roster Alerts & Notification

Use ClickTime to send real-time alerts to employees and site supervisors. Choose the alert type and delivery method—Email, SMS, or Push Notification—for each situation.


Fatigue Management

Our Fatigue management feature allows employers to set limits on scheduling employees, ensuring they are not overworked and are managing their fatigue and overtime in a safer manner, and in turn, controlling overtime.
Click Here to read more about Fatigue Management



Customize Employee Roster Visibility

This section allows you to configure how much of the roster is visible to employees within the mobile app.



Enhance Schedule Clarity with Color Coding

This section allows you to customize the colors used to represent different shift types in the scheduling interface. This visual distinction can significantly improve the clarity and readability of your roster.

Available Shift Statuses and Colors:

  • Confirmed Shifts: Assign a specific color to visually identify shifts that have been confirmed.
  • Tentative Shifts: Choose a distinct color for shifts that are proposed but not yet confirmed.
  • Non-Chargeable Shifts: Select a color to differentiate shifts that are not billable.
  • Voided Shifts: Assign a color to easily identify shifts that have been canceled.



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