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Roster - Desktop

The Roster is where staffers and managers can create their employees schedules and manage day to day operations.

Updated over 5 months ago

As this guide is geared towards non-shift employee use, many of the features available will not be included here. If you would like access to a full feature guide please contact Stationwise.

Editing the Roster is currently only available through desktop.

Filtering the View

Admins will have the ability to change their view using the Date Selector and the Battalion drop down menu.

Using the Date Selector:

Users can select the arrows on either side of the date to navigate day by day to different Rosters or select the date itself to choose a day on the calendar to navigate to.

Filtering the View:

By selecting the Battalion drop down menu users can select which battalion and stations to view. At the bottom of this dropdown menu Admins can set their ‘Default view’ that will open whenever they navigate to Roster.

On the upper far right side will be a toggle offering the choice between an expanded Roster Card view and a collapsed view.

Shift Planning Tool (Setting the Default Roster)

The Shift Planning Tool allows staffers to create and edit the default Roster for both shift and non-shift employees. Located at the top of the screen, users can locate the Shift Template Editor by clicking on the following icon:

All changes made in the Shift Planning Tool, excluding changes to set staffing pattern, will not go into affect unless published. Staffers can publish at any point by selecting publish in the top right hand corner.

OR

Staffers can choose to discard all changes by selecting 'Discard'

Navigating the Page

  • Select the 'Battalion' drop down menu and select the desired battalion to view and edit.

  • To filter by shift, use the 'All Teams' dropdown menu to display only specific shifts.

    • By default, the view displays all teams on a single page. Each employee card features a colored bar on the left, which corresponds to the color assigned to their shift pattern—visually indicating the shift each employee belongs to.

  • If staffers accidentally navigate to the staffing view while browsing, they can return to the original view by clicking the icon shown below.

Roster Editor

Creating and Managing Stations

Non-shift employees will need their own ‘Station’ to appear on roster and have schedules populate on their personal calendars.

Creating a New Station

  1. Select '+ Add Station' in the lower right hand corner

    1. Note: This can only be done from the default view and no the staffing view

  2. Enter station name, address, and any station level requirements.

    1. Station level requirements are included in staffing stats on the roster. If the requirements are not met a red '!' will appear indicating certain requirements have not been met.

  3. Select 'Save'

Edit a Station

  1. Select the '...' is the upper right hand corner of the station name.

  2. Click 'Edit Station'

  3. Here staffers can change: Name, address, and station lever requirements.

Remove a Station

  1. Select the '...' is the upper right hand corner of the station name.

  2. Click 'Remove Station'

  3. Read the warning pop up

  4. Click ‘Confirm’

Creating and Managing an Apparatus

Once the non-shift employees have their own station they will then need an apparatus to hold their positions.

Create an Apparatus

  1. Select '....' in the upper right hand corner of the station

  2. Click 'Add apparatus'

  3. Enter Name, if for shift lead, and any apparatus level requirements

  4. Click 'Save'

Add a Position to an Apparatus

  1. Select '....' in the upper right hand corner of the apparatus

  2. Click 'Add position'

  3. Select any rank and certification requirements for employees to fill the position

    1. Note: Leaving the rank blank will exclude this position from being included in the Hiring Engine

  4. Select 'Advance Settings'

    1. Staffers can create non-shift positions by toggling 'Full Shift' to 'Partial Duration'

      1. Custom start and end times can then be entered

    2. 'Ignore vacancy notifications for this position'

      1. When toggled on this position will not be included in the vacancy count on the Dashboard

    3. 'Disable shift trading for this position'

      1. When toggled on this position will not be eligible for employees to request shift trades

  5. Select 'Save'

Delete an Apparatus

  1. Select '....' in the upper right hand corner of the apparatus

  2. Click 'Remove apparatus'

  3. Read the pop up warning

  4. Select 'Confirm'

Edit or Remove Positions on an Apparatus

To Edit a Position

  1. Select the '...' in the upper right hand corner of the position

  2. Click 'Edit Position'

  3. Change information as needed

  4. Click 'Save'

To Remove a Position

  1. Select the '...' in the upper right hand corner of the position

  2. Click 'Remove Position'

  3. Read the pop up window

  4. Click 'Confirm'

Staffing from Roster Editor

Selecting a position in the Roster Editor will open the staffing view. Here staffer can fill vacant or filled positions, as well as edit existing placements.

Assign Positions

  1. Select the desired position to be filled

  2. Click 'Show Eligible Personel' to open a list of all employees capable of filling the position

    1. The employee list includes: Employee name, rank, certifications, and current shift assignment

  3. Scroll through the list or use the search bar to locate a specific employee

  4. Select the up arrow on the left side of the desired employees name.

  5. This opens the 'New Assignment Form' and assign:

    1. Shift pattern

    2. Start and end times

      1. If the position is a Full shift assignment inputting seperate start and end times will create vacancies on roster for the unstaffed portions of the shift.

    3. Assignment start date

    4. Optional assignment end date

    5. Default pay and detail codes

  6. Fill in all information and select 'Confirm'

  7. A pop up warning window may appear, please read this carefully

  8. Click 'Confirm'

Edit Positions

  1. Select the desired position from the default view or scroll through the left side panel in staffing view.

  2. In the Staffed to this position area locate the assigned employee to be edited

  3. Click the pencil icon to open the edit assignment window

  4. The only editable item in the optional end date

    1. Selecting a date here will auto remove this person from the selected position on the chosen date.

    2. Staffers can then add these removed employees to other positions starting on future dates.

    3. Note: If the employee is moving positions on the roster immediately AND maintaining their current shift pattern DO NOT remove them for their current position. Simply add them to the desired position and select 'Confirm' when the system warns you this will remove them from their previous position.

      1. Removing employees from positions will remove their shift pattern. This triggers are system to have them unstaffed meaning all future vacation and overtime will be removed from their calendars.

  5. Make desired changes and select 'Confirm'

Personnel Patterns

Personnel Patterns offers a different view for staffing. Instead of searching based on position staffers can search for specific employees. Showing this employees current assignments and allows for the assignments to be edited and new ones created.

Edit Position

  1. Search for the employee in the left side panel by scrolling or using the search bar

  2. Select the desired employees name

  3. Select the pencil icon to edit the employee

  4. The only editable item in the optional end date

    1. Selecting a date here will auto remove this person from the selected position on the chosen date.

    2. Staffers can then add these removed employees to other positions starting on future dates.

    3. Note: If the employee is moving positions on the roster immediately AND maintaining their current shift pattern DO NOT remove them for their current position. Simply add them to the desired position and select 'Confirm' when the system warns you this will remove them from their previous position.

      1. Removing employees from positions will remove their shift pattern. This triggers are system to have them unstaffed meaning all future vacation and overtime will be removed from their calendars.

  5. Make desired changes and select 'Confirm'

Remove a Position

  1. Search for the employee in the left side panel by scrolling or using the search bar

  2. Select the desired employees name

  3. Select the circle icon in the actions column to remove

  4. Read the warning

  5. Hit 'Confirm'

Add a Position

  1. Search for the employee in the left side panel by scrolling or using the search bar

  2. Select the desired employees name, opening a view showing all their currently assigned positions

  3. Below this is the Department Overview

  4. Using the drop downs located to the right, Battalion and Station, select the desired locations

  5. Once selected locate the desired position

    1. Staffers can check to see who is currently assigned to these position by selecting the arrow located to the left of the rank

  6. Once the position is located select the 'Staff Here' button to open the new assignment window.

  7. This opens the 'New Assignment Form' and assign:

    1. Shift pattern

    2. Start and end times

      1. If the position is a Full shift assignment inputting seperate start and end times will create vacancies on roster for the unstaffed portions of the shift.

    3. Assignment start date

    4. Optional assignment end date

    5. Default pay and detail codes

  8. Fill in all information and select 'Confirm'

  9. A pop up warning window may appear, please read this carefully

  10. Click 'Confirm'

Staffing Patterns

Staffing patterns is where all shift and non-shift patterns are created. In order to be staffed on the roster employees are required to have a staffing pattern.

Note: Once staffing patterns are changed they will go into affect immediately even without publishing

Create a Staffing Pattern

  1. Select the ' + Create Pattern'

  2. Create an easy to read Staffing Pattern Name

  3. Assign a color - this color will be used throughout the dashboard to indicate pattern assigned

  4. Pattern Length and Start Date

    1. Example: For a 24 on 48 off pattern, the pattern length is 3 days. For a non-shift 5 day a week pattern the pattern is is 7 days long.

    2. This tool can be used to create alternating patterns

  5. Once pattern length is input, a chart with that number of days appears with a calendar underneath. This is where staffers can indicate what days are 'on' days and which are 'off' days.

  6. Review the calendar, ensure all days are marked correctly.

  7. Click 'Save'

Edit a Pattern

  1. Select a pattern

  2. Pattern name and color are able to edit immediately

  3. To edit the rest of the pattern information staffer will need to acknowledge the warning by clicking 'Edit'

  4. Once all information is changed select 'Save'

Editing the Roster

Once all adjustments have been made, ensure you click 'Save' in the top-right corner to secure your changes

Manage Personnel through Roster Cards (Editing Pay Codes)

Selecting a filled position on Roster will open up a detail menu. This menu shows:

  1. Employees full name, rank, and certifications

  2. The option to view the employees ‘Full Profile’, opening a new tab with the employee’s Stationwise profile pulled up.

  3. View employees personal schedule - this will open up a calendar view of the employees schedule. Showing all assigned shifts, upcoming vacation, shift trades, and overtime.

  4. Shift information: Employees assigned shift pattern, start and end time.

  5. The ability to edit the positions pay code(s) and detail code(s). Here staffers can use the drop down menu to change the default pay code as well add any additional pay codes or detail codes.

Steps to Change Current Pay Code

  1. Select the 'Shift Pay Code' drop down menu after selecting the desired employee

  2. Select the desired pay code

  3. Changing the pay code will require a note to override, this not will carry over into the employees payroll.

Steps to Add an Additional Pay Code

  1. Click ‘+ Add Pay Code’

  2. Create a note explaining the override

    1. This note will be included in payroll

  3. Select the desired pay code

Steps to Add a Detail Code

  1. Click ‘+ Add Detail Code’

  2. Select the desired pay code

Remove a Pay or Detail Code

Select the 'none' option from the corresponding drop down menu to remove a code. A position must have at least one pay code assigned.

Manage Shift (Forcing an Employee Off Roster)

When a filled position is selected on the roster, staffers will see the "Manage Shift" option. This dropdown menu provides access to key features:

Modify or Split Shift

Here staffers are able to:

  • Force employees off by selecting the ‘Employee Off’ checkbox. This action prompts staffers to choose a reason for the time off from a dropdown menu.

  • Split a shift as many times as necessary. Staffers also have the ability to merge previously split shifts.

  • Restore an employee’s position on the staffing list. If a vacancy is filled by an overtime employee, the ‘Employee Off’ checkbox is replaced with a ‘Restore Position on Staffing List’ checkbox. Selecting this option removes the employee from the roster and returns them to the position they previously held on the staffing list.

Move to Light Duty (On Roster)

Selecting ‘Move to light duty (On roster) will open up a form for staffer to fill out. Including effective start time, an end date, and pay code they will be assigned during light duty.

  1. Input all required information and select ‘Next’

  2. Here you can choose to keep them on their standard shifts or select a new temporary schedule

  3. Hit ‘Submit’

  4. Make sure to also click 'Save' on the Roster to apply changes

Move to Extended Leave (Off Roster)

Selecting 'Move to extended leave (Off roster)' opens a form where staffers can enter the effective start time, end date, and pay code for the employee's leave duration.

Manage the “Off Roster” List (Cancel Shift Trades and Time Off)

In the tool bar, located at the top of the screen, staffers can select the icon shown below to access the ‘Off Roster’ list.

Staffers can filter through the ‘Off Roster’ list using the options located at the top of the list: All, Shift Trades, Time Offs, Extended Leave, and Holiday

Note: If an employee was recently moved ‘Off Roster,’ staffers may need to save changes and refresh for the name to appear.

To Remove an Employee From the ‘Off Roster’ List:

  1. Select the employees name in the list

  2. Select ‘Cancel’

    1. If canceling a shift trade, a form will appear asking how to handle the owed hours. Staffers can either undo the traded hours or leave the balance as is. Click ‘Submit’ to complete the process.

  3. Review the pop up window and click ‘Confirm’

  4. The employee will be restored to their previous position on the roster.

    1. Note: After restoring, ensure this does not create an overlapping position. If the vacancy had been filled from the staffing list, staffers may need to manually restore the replacement employee to their original position on the list.

Roster Tool Bar

Sending Messages

Messages sent through Roster will be delivered to everyone on that day's roster. Click the message icon to open the 'New Message' field.

Fill in the required information and click 'Send'. To view and follow up on sent messages, go to 'Dashboard' and find your message in the message panel.

Printing the Roster

Clicking the print icon opens the option to print your current Roster view. Staffers can customize this view using the 'Battalions' drop-down menu to select which stations to display.

Select 'Print' to open your computer's print options.

Change Log

The change log displays every modification made to that day's roster and identifies who made each change. This includes automated changes made when Auto Hires are initiated.

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