Roster rotation – Easy Employer Support Centre

1) Overview
2) How it works
3) Roster rotation configuration
4) Roster rotation templates
5) The roster rotation in action

🔍 RELATED ARTICLES

Rosters | The New Roster Interface
Easy Employer | Support Overview

1) Overview

This feature allows the rotation of users between ‘rotation lines’ over a period of time. Each rotation line contains one or more roles.

This feature works via the ‘auto assign’ functionality in the roster, and uses the roster rotation settings as metrics to prioritise users for unassigned shifts based on the line they would currently be rotating through.

IMPORTANT:

This feature is only available through the new version of the roster. See the RELATED ARTICLES section for more information about the new roster interface.
The rotating roster feature is not enabled in the system by default. If your organisation requires it, please contact our support team. Check the RELATED ARTICLES section to read more about our support system.

2) Configure roster rotations

An organisation can have any number of roster rotations configured. Each rotation must have:

A name.
An anchor date (the first date the system will use for the rotation determination).
If it is enabled or not.

Apart from the base configuration above, there are three main parts to configuring a rotation:

Rotation lines

Rotation lines are what the employees will ‘rotate’ through.

Rotation line roles

A rotation line can have one or more roles added to it.

Users

Users who are assigned to any of the roles in the rotation lines can be assigned to a rotation line. This will determine their ‘starting’ line based on the anchor date of the rotation.

Follow these steps to configure the rotating roster:

3) Roster rotation templates

Creating a roster rotation template will allow you to import the roster rotation shifts in to match the days per rotation

1. Click Rosters

2. Click Create roster template

3. Enter the roster template name and the duration to match the days per rotation (e.g. 6 day rotation, 6 day duration template)

4. Create the shifts as Unassigned for each of the shift groups that correspond to the start of the rotation.

For example, the following shows 3 sets of shifts, 9am - 5pm, 5pm - 1am and 1am - 9am that the rotation staff will be rotating through:

5. The roster rotation template is complete

4) The roster rotation in action

1. Open the roster

2. Load your roster rotation template into your roster either from the start of the week, or from the day that starts the next rotation period (e.g. if using a 6 day rotation, load the template in on Monday, then on Sunday using the load roster template in from this day button on Sunday)

3. Click the Auto rotate shifts button in the sidebar

4. The shifts will automatically be assigned to the correct users in the rotation

5. Complete the roster publishing process as normal

6. Now load the roster template in from the start of the next duration period (e.g Monday for the next 7 day rotation)

7. Click the Auto rotate shifts button int he sidebar

8. The shifts will be assigned to the correct user in the rotation

9. Complete the roster publishing process as normal

10. Now load the roster template in from the start of the next duration period (e.g Monday for the next 7 day rotation)

11. The roster rotation on the roster has been completed

i) ‘Auto-rotate shift’ functionality

The "auto-rotate" feature allows staff to automatically shift according to the rotation lines configured in the system, allocating users to a specific rotation line for the period.

IMPORTANT:

The rotating roster feature does not take into account any other factors in the suitability metrics, like availability and leave (which could rank staff members as suitable/unsuitable for particular shifts), therefore it is important that the suitability of all users added to any rotation line is properly checked beforehand to ensure they are able to take any of the shifts in the rotation line(s) they are assigned to.