Generate Roster
Available on: Desktop · Web · Phone
Navigate to Payroll Entry and click on "Generate Roster".
Generate Roster builds or rebuilds the roster for many employees at once, and shows the result for each one. Use it after changing a pattern, shift or rotation, or to extend everyone's roster into a new payroll year. Saving in Allocate Roster already offers to generate the employees you changed there.
How a roster is worked out is explained in How Generating the Roster Works.
Generate
Step 1: Choose the employees
Press Select Employees to pick from the working employees, or All Rostered Employees for everyone with a roster line who has not left. Each choice replaces the list in the grid.
The line under the dates then reads N employee(s). Press Generate to build their roster from … to ….
Step 2: Check the dates
From starts at today. You may set it earlier, but days before today are never changed.
To is set once the employees are loaded: the end of the payroll year that covers today. If none does, it is the last Date To of their roster lines, or one year ahead when a line has no end date — the line under the dates says so. Choosing the employees again resets it, so change To after choosing them.
Step 3: Generate
Press Generate and confirm. The question repeats which days are never changed.
A summary then shows how many employees were done and failed, and how many days, week-offs and holidays were written.
The result
The grid shows each employee's name, codes and number of Roster Lines, and then:
Result
DONE or FAILED.
Days
Roster days written in the range. Days changed by hand and protected days are not counted.
Week-offs
Week-offs written.
Holidays Added
Branch holidays added to the employee's list — including, the first time an employee is rostered, the branch holidays copied for the rest of the payroll year.
Message
Why a failed employee was not generated, or No roster lines - nothing changed. for an employee with no lines (shown as DONE).
A failed employee is not changed at all, and their counts stay blank; the others still go through. Fix the reason in the Message column, then choose just that employee with Select Employees and generate again.
Days that are never changed
Days before today, days outside an employee's joining and leaving dates, and days in payroll periods already processed.
Days changed by hand in Roster Calendar keep their shift and week-off.
Example — HR has set up the new payroll year, April to March. On 1 April they open Generate Roster, press All Rostered Employees — 240 employees — check that To shows 31 March of the next year, and press Generate. The summary shows 238 done and 2 failed; the Message column of one says a rotation it uses does not exist. HR gives that employee a valid rotation in Allocate Roster, then picks the two with Select Employees and generates again.
Messages you may see
No employee has a roster line yet. Give employees their roster in Allocate Roster first.
All Rostered Employees found nobody
Allocate rosters first
Choose the employees first: Select Employees, or All Rostered Employees
Generate with no employees chosen
Choose the employees
Enter a valid From date / Enter a valid To date
A date is missing or not a date
Correct it
To cannot be before From
Dates reversed
Correct the dates
Generate the roster for … employee(s) from … to …?
The confirmation
Yes to generate
Generated … to …: … done, … failed. Days written …, week-offs …, holidays added ….
The summary after generating
If any failed, read the Message column
Roster …: shift / rotation / week-off pattern … does not exist.
In the Message column: a line uses something that can no longer be found
Fix the employee's line in Allocate Roster, generate again
Modification rights are not available...
On Generate: your user may only view this menu
Ask for modify rights in User Access
On the web
The same screen is on the web, and works on a phone: From and To sit side by side, with Generate and Close at the bottom right.