Roster Calendar
Available on: Desktop · Web · Phone
Navigate to Payroll Entry and click on "Roster Calendar".
Roster Calendar shows each employee's days for a payroll period, and lets you change days by hand — for example to swap a shift or move a week-off. A hand change stays even when the roster is generated again.
Load the calendar
Choose the Year and the Period. The list holds the payroll years and the last, current and next calendar years; the year and period covering today are picked for you. A payroll year with no periods set up shows its calendar months instead, with a note.
Choose the employees with Select Employees (working employees) or All Rostered Employees (everyone with a roster line who has not left).
Press Refresh. Nothing is shown until you press it. Employees are listed by name.
What the cells show
a shift name
a working day on that shift
WO
week-off
HD after the shift name, for example DAY SHIFT HD
half-day off
H
holiday
(ROSTER)
a hand change you have set back with As Rostered, not saved yet
green
changed, not saved yet
light blue
changed by hand (saved)
grey
locked: a past day, a payroll period already processed, before joining or after leaving, or an employee with no roster lines. Today is not locked.
Change days
Step 1: Select the days
Click a day, or drag across several employees and days.
Step 2: Choose the change
In the Change to bar, pick a shift, or tick Week-off or Half-day off, then press Apply. The cells turn green: not saved yet.
The shift list starts with (DAY'S OWN SHIFT); only active shifts are listed.
Half-day off with (DAY'S OWN SHIFT) keeps each day's shift and marks half the day off; with a shift picked, that shift is used.
Locked days in a selection are skipped; the line under the grid says how many days were changed and how many locked ones were skipped.
As Rostered undoes a hand change: an unsaved change is simply dropped; a saved one shows (ROSTER) and goes back to what the roster lines give when you save.
Right-click the grid for the same choices: Shift (then the shift), Week-off, Half-day off (day's own shift) and As Rostered. It works on the days already selected, so select first.
Step 3: Save
Press Save and confirm. Each employee's changed days are saved, and their holidays and week-offs brought up to date.
Each employee is saved on their own: if one fails, their days stay as they were and the others are still saved. The message lists who was not saved and why.
The screen closes without asking if day changes are not saved — save first.
Example — Sunil and Kiran swap shifts on Saturday 14 November. HR loads November, clicks Sunil's 14 November cell, picks NIGHT SHIFT in Change to and presses Apply; then clicks Kiran's cell, picks DAY SHIFT and presses Apply. Both cells turn green. After Save they turn light blue, and they stay as set even when the roster is generated again.
Every saved change appears in the Change Log Viewer as a Roster Day Change, with each day's old and new value — for example NIGHT SHIFT (BY HAND).
Messages you may see
Choose the employees first: Select Employees, or All Rostered Employees
Refresh with no employees chosen
Choose the employees
Choose the period
Refresh with no period chosen
Choose the period
No employee has a roster line yet. Give employees their roster in Allocate Roster first.
All Rostered Employees found nobody
Allocate rosters first
… day change(s) are not saved yet. Discard them and reload?
Refresh with changes not saved
No goes back so you can Save
Choose a shift, Week-off or Half-day off to apply.
Apply with nothing chosen
Choose a change
A day is either a week-off or a half-day off, not both.
Both ticked
Tick one
Load the calendar first: choose the employees and the period, then press Refresh.
A change before the calendar is loaded
Load the calendar
Nothing to save: change some days with Apply or As rostered first.
Save with no changes
—
Save … day change(s)? The changed days are regenerated for each employee.
The confirmation
Yes to save
… day(s) saved for … employee(s). Not saved (nothing changed for these employees): …
The result; employees that failed are listed with the reason, for example a past day
Fix the reason, change those days again
Modification rights not available.....
Apply, As Rostered, a right-click choice or Save: your user may only view this menu
Ask for modify rights in User Access
On the web
The same screen is on the web, but choosing a block and the right-click menu work differently — see Roster Calendar on the web in Using These Screens on the Web and Phone.