Rosters | Publish / Communicate

1) Publish / communicate rosters
2) Re-communicate rosters to all users
3) Re-communicate rosters to specific users
4) Published roster changes
5) Shift confirmation

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Roster | Open Shifts

1) Publish / communicate rosters

Each employee can be configured to receive roster communications by email and / or SMS. Once your roster is completed, you need to publish and communicate the roster.

1. On the Roster's top bar, click the Actions cog and select Check and Publish.
   
2. The system will display any issues that may require your attention before publishing it.
   
   • Click Close if the issues need to be addressed before continuing, fix them and repeat the check.
   • Click Publish roster if it can be published in spite of the issues shown.
3. Next, select the sites you'd like to communicate to, and the communication method.
   
   
   • Send via: - the communication method you would like to send the roster out by (roster will always be communicated to the Easy Employer Clocking Station and also the users online account).
   • Selected Methods - the method selected for each employee in the User Access Settings.
     • Email - sends the Roster details to the users by email (if they have one).
     • SMS - sends the Roster details to the users on users' mobile number (if they have one).
     • Email & SMS - sends the Roster details to the users by email as well as on their mobile numbers.
     • Do not communicate - This will not communicate the roster information at all but will Publish the roster.
   • You can click on the check box in the end to let them system communicate the unassigned shifts that can them be selected by the users.
4. Click Publish. The following confirmation will be displayed:
   
   • Hover over the red warning text to see more information.

2) Re-communicate rosters to all users

To re communicate a roster to users when it is already published:

1. Open the Roster that needs to be re-communicated.
2. Click on the Actions cog and select select Re-communicate roster.
   
3. The system will display any issues that may require your attention before publishing it.
   
   Click Close if the issues need to be addressed before continuing, fix them and repeat the check.
   Click Re-communicate roster if it can be re-communicated in spite of the issues shown.
4. Next, select the sites you'd like to communicate to, and the communication method.
   
5. Click Re-communicate. The following confirmation will be displayed.
   
   • Hover over the red warning text to see more information.

3) Re-communicate rosters to specific users

To re communicate a roster to a specific user when it is already published:

1. Open the Roster that needs to be re-communicated.
2. Scroll to the specific user you want to communicate the roster to.
3. On the right hand side of the specific user's row, click the Actions cog and click on the Re-communicate shifts icon.
   
4. Choose a communication method and options and click Submit.
   
5. A confirmation message will display on the top right hand corner of the screen.
   

4) Published roster changes

Any changes made in a published roster will be automatically communicated to the user who is affected by the changes.

When the time of a rostered shift is changed, or a new roster shift is created, the system will automatically display the following options:

Select the method of communication and the shifts that need to be communicated. The changes will be sent to user accordingly.

5) Shift confirmation

When a user receives their notice by email and/or SMS, they will be asked to reply back Y to confirm they have reviewed their shifts.

Depending on the roster rules for the user, they might have the option to reply N to certain shifts, opening them up to find a replacement.
Shifts that are confirmed are changed to green on the roster and open shifts are changed to pink.