Roster - add roster to electronic calendar

This is the "manager" guide!  Looking for the employee guide for adding shifts to a calendar? 

See Add roster to electronic calendar

This article includes the following topics:

  • How does this feature work
  • How to obtain the ical URL to add to electronic calendar
  • Links to guides

NOTE: It is the responsibility of the calendar application to pull new data from easyemployer. In some calendar applications you can control the interval it updates, or you can perform a refresh or send and receive to pull new data to your calendar from easyemployer.

What is an electronic calendar

An electronic calendar is generally available through external email services. These calendars are designed to help users plan their days and allocate time to specific tasks.

How does this feature work

Subscribing to the roster using an ical link, automatically adds roster shifts into your electronic calendar. Your roster is kept up to date in your calendar by automatically updating with published shifts, at a defined update interval (most calendar applications allow this interval to be set).  

A group selection can be adjusted to only show roster shifts from certain roles, areas or sites that you manage.

The following picture is an example of how your roster will look in an electronic calendar:

Day view

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How to obtain the ical URL to add to electronic calendar

1. Click on Rosters

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2. Click on Open a Roster

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3. Click on the Current Roster

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4. Choose the sites for the Roster and click Submit 

5. Use the groups button to select the sites, areas or roles that you would like included in your calendar.  You can have multiple calendars for different sections of the business.  

  • An example of this is a pharmacy.  You could have a calendar for your Pharmacy Assistants and a separate calendar for you Pharmacists.  Or you could have a separate calendar for Front of shop and another one for Dispensary.  

6. Click on the Export Icon on the actions menu

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7. Select Export to Calendar

8. Select the information that you would like exported to the calendar and press Export

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9. This will pop up a window with a link 

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10. Copy this Calender link into your Calender to add the roster information in your calendar

Note: The calendar link will be unique for your group selection. You can customise what shifts you would like displayed on your calendar by using the groups button.

 

Links to guides

Apple calendar

Google calendar

Outlook 2010

To add your calendar into Outlook 2010:

1. Obtain the link above

2. Open Outlook

3. Click Open Calendar and select From Internet 

Outlook_2010.bmp

4. Paste in the URL and click ok

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5. Your calendar will now be populated with the roster shifts. 

Outlook 2013

The instructions for Outlook 2013 are the same as 2010.

Mozilla Thunderbird / Sunbird

To add your calendar into Outlook 2010:

1. Obtain the link above

2. Open Mozilla Thunderbird / Sunbird

3. Click File -> Subscribe to remote calendar

4. Select On the network

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5. Click Next or Continue

6. Check iCalendar (ICS) and paste in calendar URL into location

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7. Click Next or Continue

8. Enter a name for the calendar and click Continue -> Done

Mozilla Thunderbird Lightning Calendar

1. Open Mozilla Thunderbird ensuring Lightning Calendar add-on is installed
2. Click 'Create a new calendar' on the main page
3. Click 'On the Network', Next
4. Select 'iCalendar (ICS) and paste the web address into the Location field. Click Next.
5. Enter a name for the calendar and choose your other settings. Click Next.
6. Finish

iPhone or iPad

The easiest way to subscribe to your roster through your iPhone or iPad, is to email yourself the link, or access easyemployer directly through your device and click on the link.  Your device will recognise this as a calendar and ask you to subscribe. 

Once you have subscribed, you can then rename the calendar to the desired name.  To do this:

1. Click Settings

2. Click Mail, Contacts, Calendars

3. Click Subcribed Calendars

4. Edit the description to the correct name, e.g. City Pharmacist Roster or My Roster at City Pharmacy

 

 

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