Roster Monster — User Guide

Everything you need to know to set up and generate your first roster.

Overview — How the System Works

Roster Monster works by combining five key building blocks — Workspaces, Roles, Shift Types, Staff, and Locations — to automatically generate a fair, constraint-aware roster for any date range.

Think of it like a puzzle: each staff member has certain abilities (roles, FTE, shift eligibility), and each location or station has certain requirements (minimum staff, required roles, active days). The generator matches staff to locations each day based on these rules — all within the privacy boundary of your workspace.

Works for any team: A Location can be an ICU bay, a retail counter, a factory assembly line, a construction zone, a dispatch bay, a classroom, or any position that needs to be staffed. A Role can be a job title, skill level, or certification (e.g. Forklift Operator, Senior Technician, Certified Welder, Team Lead). The system adapts to your industry.

WorkspaceRolesShift TypesStaffLocationsLeaveDutiesRoster

Always start by creating a Workspace first, then set up data in order: Roles → Shift Types → Staff → Locations. Skipping steps means the roster generator won't have enough information to work correctly.

💬 Pro tip: Don't want to do it manually? The Roster Advisor (chat button at the bottom-right) is an AI assistant that can help you set up roles, staff, locations, and more — just describe what you need in plain English.

Step 0 — Create a Workspace

Workspaces are the top-level container for all your data. Every staff member, roster, location, role, and shift type belongs to a specific workspace. This keeps data from different teams or departments fully separated.

Examples of how to use workspaces:
🏥 Hospital: One workspace per department (ICU, ED, Pharmacy)
🏭 Factory: One workspace per production line or shift group
🛒 Retail chain: One workspace per store or branch
🏗️ Construction: One workspace per project site

Go to Workspace Settings in the sidebar.

Click Workspace Settings at the bottom of the left navigation menu.

Click 'New Workspace' and enter a name.

Give it a descriptive name like ICU Department or Site B — Construction Team. You will be automatically set as the owner.

Invite team members (optional).

Add other users' email addresses to the workspace's member list. Members can view and manage all data within the workspace.

Select the workspace from the sidebar switcher.

Use the workspace switcher in the sidebar (just below the navigation header) to make it the active workspace. All pages will now show data from this workspace only.

You can belong to multiple workspaces and switch between them at any time. Data from one workspace is never visible to members of another — ensuring privacy and separation between teams.

Copy Data Between Workspaces

If you manage multiple workspaces (e.g. different departments or sites), you can copy core setup data — Roles, Shift Types (FTE Scale), Staff, and Locations — from one workspace to another. This avoids having to re-enter everything from scratch.

Navigate to the page you want to copy from.

Go to Roles, FTE Scale, Staff, or Locations in the active workspace that has your existing data.

Click 'Copy to workspace' in the top-right header.

A dropdown will appear listing all your other workspaces. Select the target workspace you want to copy data into.

The data is copied immediately.

A confirmation toast will appear showing exactly what was copied (e.g. "Copied 12 staff members", "Copied 5 roles"). The operation is additive — it does not overwrite existing records in the target workspace.

What gets copied and how

Roles — Copied with name, description, and colour. Role IDs are remapped automatically so linked data stays consistent.

FTE Scale (Shift Types) — Shift types are copied with all time and FTE settings. Their IDs are remapped so staff and location links remain correct.

Staff — Staff records are copied with full profiles. Role and shift type assignments are remapped to the new workspace's equivalents. User account email links are cleared — staff will need to re-link their accounts in the new workspace.

Locations — Locations are copied with all settings. Role and shift type links are remapped. Pinned specific-staff overrides are cleared (since staff IDs differ between workspaces).

For best results, copy data in this order: Roles → FTE Scale → Staff → Locations. This ensures all cross-references (e.g. staff role assignments, location shift types) are remapped correctly.

Copying is additive — it will not delete or replace existing records in the target workspace. If you run the copy multiple times, you may end up with duplicate records. Check the target workspace first before copying.

You can ask the Roster Advisor (chat button at the bottom-right) to copy data between workspaces on your behalf. Just say "Copy all roles from [Workspace A] to [Workspace B]" — the agent will do it instantly and explain what was copied.

Step 1 — Set Up Roles

Roles describe the job types or skill levels in your team. They are used to restrict which staff can be assigned to which locations or stations — ensuring only qualified people fill critical positions.

Examples by industry:
🏭 Manufacturing: Machine Operator, Line Supervisor, Quality Inspector, Forklift Operator
🏗️ Construction: Site Foreman, Certified Welder, Safety Officer, Labourer
🛒 Retail/Service: Team Lead, Cashier, Stock Handler, Customer Service Rep
⚕️ Healthcare: Senior Doctor, Registered Nurse, Pharmacist, Ward Technician
🏢 Office/Corporate: Project Manager, Analyst, Support Staff, Senior Consultant

Go to the Roles page from the sidebar.

Click Roles in the left navigation menu.

Click 'New Role'.

Enter a clear name (e.g. Team Lead, Forklift Operator, Registered Nurse) and optionally a description and colour for easy identification.

Create all roles your team uses.

You can always add more later. Think about which positions have special skill requirements or certifications — these should be separate roles.

Roles are optional — if all your staff can work anywhere, you can skip roles entirely. But if certain stations require a specific qualification (e.g. only certified operators can run Machine Line 3), roles are essential.

Step 2 — Set Up Shift Types (FTE Scale)

Shift types define the named sessions or work blocks your team operates (e.g. Morning, Afternoon, Night, On-call). Each shift type has a start/end time and an FTE point value that controls how much of a staff member's daily workload it consumes.

Examples by industry:
🏭 Manufacturing: Day Shift (06:00–14:00), Evening Shift (14:00–22:00), Night Shift (22:00–06:00)
🏗️ Construction: Morning Block (07:00–12:00), Afternoon Block (12:00–17:00)
🛒 Retail: Opening Shift (08:00–14:00), Closing Shift (14:00–22:00)
⚕️ Healthcare: Morning Round (08:00–13:00), Afternoon Round (13:00–18:00), On-call (18:00–08:00)

Go to FTE Scale in the sidebar.

This is where all shift types are managed.

Click 'Add Shift Type'.

Fill in:

Name — e.g. Morning, Afternoon, Night
Start / End Time — in HH:MM format (e.g. 08:00 to 14:00)
FTE Points — how much of a daily workload this shift consumes. A full day might be 0.2 FTE if there are 5 shifts; a half-day shift might be 0.1.
Blocks other shifts? — tick this if staff assigned to this shift cannot be assigned to any other shift on the same day (e.g. a full-day on-call).
Blocks next day? — tick this if staff cannot work the following day after this shift (e.g. overnight shifts).

Create all the shift types your department uses.

Locations will later be linked to one or more shift types.

If no shift types are set up, the roster generator will fail with a NO_SHIFT_TYPES_CONFIGURED error. Always create at least one shift type before generating.

FTE points should add up logically. For example, if the maximum FTE a staff member can accumulate in a day is 0.2, and you have a morning shift (0.1) and an afternoon shift (0.1), both shifts total 0.2 and fit a daily cap of 0.2. For non-sacrificable locations the minimum-staffing pass can relax the cap to try to fill gaps.

Step 3 — Add Staff Members

Staff records define who is available for rostering and their constraints — their FTE allocation, shift eligibility, roles, and linked user account.

Go to the Staff page in the sidebar.

You'll see a list of all staff members.

Click 'Add Staff' to create a new record.

Fill in the following fields:

Full Name — the staff member's name as it will appear on the roster.
Employee ID — optional, for your own reference.
FTE — their full-time equivalent (e.g. 1.0 for full-time, 0.5 for half-time).
Roles — select the roles this staff member holds. This controls which locations they are eligible for.
Allowed Shift Types — leave empty to allow all shifts, or select specific ones to restrict this staff member to certain shifts only.
Work Type Allocation — break down the FTE into work, admin, and research. The work value is what the roster generator uses for daily FTE calculations. (Legacy data may show these as "non-work" and "other" — they are treated as admin and research respectively.)
Status — set to Active for staff who should appear in the roster. Inactive staff are excluded.
Linked User Account Email — if this staff member has an app login, enter their email here. This enables them to view their roster via My Roster and receive notifications.

Repeat for all staff members.

Only staff with Active status will be included in roster generation.

If a staff member is on extended leave or temporarily unavailable, set their status to Inactive rather than deleting them. This preserves their history.

If a staff member's FTE work allocation is very low and the shift type FTE points are high, they may never be assigned to any shifts. Check the FTE Scale settings if staff are consistently not appearing in the roster.

Step 4 — Set Up Locations

Locations are the positions, stations, or posts that need to be staffed each day. Each location defines exactly who can work there and when.

Examples by industry:
🏭 Manufacturing: Assembly Line A, Quality Control Bay, Packaging Station 2, Warehouse Dispatch
🏗️ Construction: Site Zone 1, Crane Operation Post, Safety Checkpoint, Materials Yard
🛒 Retail/Service: Counter A, Fitting Room, Stock Room, Customer Service Desk, Drive-Through
⚕️ Healthcare: ICU Bay 1, Emergency Triage, Pharmacy Counter, Ward 3B
🏢 Office/Field: Team Pod A, Client Site East, Remote Support Desk, Helpdesk Queue

Go to the Locations page in the sidebar.

Click Add Location.

Fill in the location details:

Name — a clear label like Assembly Line A, Counter 2, or Site Zone 3.
Department — optional grouping (e.g. Production, Front-of-House, Zone B).
Priority — a number where 1 = highest priority. The generator fills critical locations first. Core production or safety-critical posts should have a low number (high priority).
Min Staff / Max Staff — the minimum number the generator must fill, and the maximum slots available per shift.
Required Roles — only staff with at least one of these roles will be assigned here. Leave empty to allow any staff.
Specific Staff (OR override) — pin individual staff members who are always eligible for this location, regardless of their role.
Shift Types — the shifts that operate at this location. A per-weekday schedule overrides the flat list: only listed shifts run, and omitted weekdays run no shifts. Week-lock shift selections restrict this schedule.
Active Days — which days of the week this location operates (e.g. Mon–Fri only). Leave empty for all 7 days.
Work Type — classifies whether this location consumes a staff member's work, admin, or research FTE allocation. (Legacy locations typed "non-work"/"other" behave as admin/research.)
Allow Sacrifice — if ticked, this location may be left understaffed if higher-priority locations need staff. Use this for optional or supplementary posts.

Set Status to Active for all locations that should appear in the roster.

Inactive locations are ignored during generation.

Priority is one of the most important settings. If you have 5 staff and 6 locations needing 1 staff each, the generator will fill the first 5 by priority order. The lowest-priority location will be left short — unless it has Allow Sacrifice ticked, which signals this is acceptable.

If a location requires a role that no active staff member holds, that location will never be filled. Always ensure at least one active staff member holds each required role — or use the Specific Staff override to pin individuals directly.

Step 5 — Manage Leave Requests

Leave requests tell the generator which staff are unavailable on which dates. Only approved leave is respected during generation.

Go to the Leave page in the sidebar.

Admins can create and manage leave on behalf of staff. Staff with linked accounts can also submit their own requests via My Roster.

Create a leave request:

Staff Member — who is on leave.
Leave Type — Annual, Training, Conference, Medical/Sick, Emergency, or Other. (Applies across any industry — use Training for certifications, courses, or toolbox sessions.)
Urgency: Planned = enter before generating the roster (e.g. scheduled leave, training day); Urgent = unplanned absence after a roster has been published — triggers automatic roster adjustment.
Start / End Date — the full period of leave.
Requested Locations (optional) — if the staff member prefers to be assigned to a specific location on specific dates, you can add preferences here. The generator will try to honour these.
Shift-Specific Leave (optional) — if the staff member is only unavailable for certain shifts on certain days (e.g. on leave for the morning shift but can do the afternoon), use this section.

Approve the leave request.

Pending requests are not respected by the generator. You must approve them first. Click Approve on the leave entry.

For urgent leave (e.g. sudden MC) on a published roster, use Approve & Regen. This will automatically find a replacement for the affected shifts and update the published roster with minimal disruption.

If you generate a roster before approving leave, that staff member will be treated as available and may be assigned to shifts they can't cover. Always approve leave first.

Non-Clinical Duties (Admin & Research)

Not every hour a staff member works is a frontline shift. Many teams have staff who also carry non-clinical duties — administrative work, research projects, teaching, or project time. Roster Monster processes approved duty requests after frontline scheduling, for staff with non-clinical FTE and no other assignment that day; this does not guarantee every frontline vacancy can be filled.

How it works: Locations tagged with a Work Type of admin or research are never filled during the standard pass. After the frontline pass, the generator considers approved duty requests for unassigned staff. Requests must match the roster scope, a non-clinical location, an operating day, eligibility and capacity. A full-day duty is skipped if any shift-specific leave applies that day.

Create admin/research locations.

On the Locations page, set the Work Type to admin or research for any station that represents non-clinical work (e.g. Admin Office, Research Lab, Teaching Block). These locations are otherwise configured like any other — priority, min/max staff, active days, required roles.

Allocate non-clinical FTE to staff.

On the Staff page, use the Work Type Allocation field to set how many FTE points each staff member has available for non-clinical duty (the admin slot). Optionally tick Enforce admin limit to cap their daily non-clinical duty to exactly that allocation.

Submit and approve duty requests.

On the Leave page, switch to the Duty Requests tab. Here you can record planned admin/research duties for a staff member over a date range — choose a duty type (admin or research), the dates, and an optional non-clinical location. Admins can approve or reject these like leave requests, and the approved duties are respected during generation.

Generate as normal.

No special button is needed. The standard Generate attempts frontline coverage first, then considers approved admin/research requests for staff with no assignment that day. Entries created this way are tagged so you can see them in the roster.

Because non-clinical duty is surplus-based, it will only appear when there is leftover staff capacity. If your team is stretched thin on the frontline, admin/research locations may stay empty — this is intentional and keeps frontline coverage safe.

If Enforce admin limit is on for a staff member, their non-clinical duty for the day is capped to their admin FTE allocation, even if they appear to have spare total FTE. This prevents a staff member from being over-loaded with non-clinical work.

Step 6 — Create and Generate a Roster

With Roles, Shift Types, Staff, and Locations set up, you are ready to create and generate a roster.

Go to Rosters in the sidebar and click 'New Roster'.

Fill in:

Roster Name — e.g. March 2026 – Production Line A, Week 14 – Site Team, April Retail Floor.
Department — optional label.
Start Date / End Date — the period the roster covers.
Staff Scope — leave empty to include all active staff, or select specific staff if this is a targeted roster.
Location Scope — leave empty to include all active locations, or limit to specific ones.
Roster Managers — add email addresses of other users (non-admins) who should be able to edit and generate this roster.
Special Days — add public holidays or special days where certain locations should or should not operate.

Save the roster (it will be in 'Draft' status).

You can edit the settings at any time before generating.

Click 'Generate' or 'Generate with AI Rules' on the roster card.

A log window will appear showing generation progress in real time. Use Generate with AI Rules if you have set up AI scheduling rules (see the AI Scheduling Rules section below) — this runs standard generation followed by exclusion enforcement and a compliance report; missing roles, soft preferences and manual conflicts require review.

Review the generated roster.

Click View on the roster card to open the Roster View. Check that all critical locations are staffed and no obvious gaps exist.

Make manual adjustments if needed.

In the Roster View, you can manually override individual assignments, remove entries, add ad-hoc duties, or drag-and-drop assignments to fine-tune the roster (see the Manual Drag-and-Drop Editing section below).

Publish the roster.

Change the status to Published to signal that it is finalised. Staff with linked accounts will be able to view it on the My Roster page and download the full roster as a CSV or PDF file.

You can re-generate a roster at any time. The generator replaces automatic entries and preserves ordinary manual overrides. Week-lock and fixed-rule pins are owned by their settings and rebuilt on regeneration rather than treated as permanent manual edits.

If the generation log shows ℹ️ Preferred location NOT fulfilled, it means a staff member's requested location could not be accommodated. The staff member will receive a notification about this automatically.

Week locks, daily shifts & import guidance

Per-day shifts: A location’s weekday schedule is authoritative when configured: omitted weekdays run no shifts. Selected shifts on a week lock restrict that schedule; they do not open closed shifts.

Week locks: Use Locations to create locks for several locations, or the roster’s Week Scope panel for one location. Both use the same saved assignments. Enable location assignments on each roster that should use them. Paused, removed and disabled locks are cleared on the next generation; ordinary manual overrides are kept. Substitutes follow the selected approved-leave trigger, including shift-specific training/conference leave.

Deliberate overrides: Week locks remain manager-directed, with warn-only FTE estimates. Multiple-location locks can deliberately double-station someone; inspect warnings before publishing. Locks and fixed overrides are rebuilt, rather than accumulating duplicates, on regeneration.

AI rules: Roster-specific rules apply only to that roster; workspace-wide rules apply across its workspace. Exclusions remove automatic assignments after generation and can leave gaps. Manual conflicts and missing role coverage require review; role requirements and soft preferences are reported, not guaranteed by an optimiser. The final saved report includes this review.

CSV / Excel: Select a worksheet by name and optionally a table range (for example B4:AF35), then upload. Dates belong in the first row or first column of the selected table. Choose the numeric date order; ISO dates (YYYY-MM-DD) are safest. Use smaller weekly/monthly tables without merged headings or legends. Inspect truncation warnings and classify detected values before adding them; previews do not import roster assignments.

Manual Drag-and-Drop Editing

After a roster is generated, you can refine it by hand directly in the Roster View using drag-and-drop. This is an additive editing layer — it only updates RosterEntry records; it never touches the generation engine or your setup data.

Pick the day you want to edit.

At the top of the Roster View, the Day Focus bar lists every date in the roster. Click a date to enter editing mode for that day. Until a day is selected, the grid stays read-only and shows the pencil edit as before.

Drag a staff chip to a new slot.

While in edit mode, each location row exposes all its configured shifts as drop targets. Grab any staff chip with your cursor and drag it to a different location or shift cell. Dragging is confined to the focused day only, so you can't accidentally move someone to the wrong date.

Drops are validated automatically.

You cannot drop a chip onto an inactive location, a location that doesn't offer that shift, a day the location is closed, or a cell that is already at its max-staff limit. Invalid drops are refused and a message explains why. Successful moves mark the entry as a manual override (confirmed).

Resolve dual-stationing.

If moving a chip would place the same staff member at two locations on the same date and shift, a Dual-Stationing modal opens. Choose Cancel (keep as-is), Move instead (remove the old entry first), or Override (keep both and flag them with a warning badge ⚠).

Use Undo to revert.

The Day Focus bar has an Undo button that steps back through your most recent moves for the focused day — restoring prior location, shift, and override state.

Review adjustment suggestions.

When a move affects coverage elsewhere, a Suggestions panel appears offering one-tap fixes — such as backfilling the location you emptied, or clearing a dual-station override. Apply or dismiss each suggestion individually.

Manual drag-and-drop changes survive re-generation: any entry marked as a manual override is preserved when you re-run the generator. Non-manual entries are replaced as normal.

Drag-and-drop editing is available to admins and roster managers only. Regular staff viewing via My Roster see a read-only roster.

AI Scheduling Rules

The AI Rule Assistant lets you define scheduling constraints and preferences using plain English — no manual configuration needed. Rules are parsed by AI into supported rule types. Exclusions are enforced on automatic entries; role coverage, consecutive runs and preferences are checked in a report rather than guaranteed.

Access: Click AI Rules on a roster card. A roster-specific rule applies only to that roster; a workspace-wide rule applies to rosters in that workspace.

Describe your rule in plain English.

Describe a supported rule in plain language — e.g. "No trainees at Triage on the night shift" or "A Senior Doctor should be present at Triage". Check the parsed rule and compliance report; arbitrary constraints are not automatically supported. To reference exact records, type @ and the assistant shows live autocomplete suggestions for staff, locations, shifts, and roles in your workspace. Quick-template buttons are also available to pre-fill common patterns.

Click 'Parse & Save Rules'.

The AI reads your input, extracts a structured rule (rule type, priority, staff, locations, dates, etc.), and saves it immediately. You'll see a green confirmation with the number of rules saved, or a red error with suggestions if the AI couldn't match an entity.

Use 'Generate with AI Rules' on the roster card.

Instead of the standard Generate button, click Generate with AI Rules. This runs the normal generation algorithm first, then applies all your saved rules in a post-processing pass — enforcing hard constraints and reporting soft preferences.

Supported Rule Types

🚫 No Co-Assignment (Hard) — Two named staff members will never be placed at the same location on the same shift. Conflicting entries are automatically removed after generation.

📅 Consecutive Days (Soft) — A staff member should be placed at the same location for N consecutive days. The report checks for a consecutive run; this rule does not drive the core assignment optimiser.

📍 Avoid Location — day-specific (Soft) — A staff member should not be sent to a specific location on a given day of the week (e.g. no Thursdays at Location X).

⛔ Hard Location Exclusion — A staff member must never be assigned to a specific location. Violations are removed automatically after generation.

⭐ Location Preference (Soft) — A staff member prefers a specific location. The report checks whether their assignments match; this AI preference is report-only.

🌙 Shift Preference (Soft) — A staff member prefers a specific shift type (e.g. always wants the morning shift).

🚷 Shift Exclusion (Hard) — A staff member must not be assigned to a specific shift type. Violations are removed automatically after generation.

📌 Fixed Override (Hard) — A staff member must be placed at a specific location on a specific date, bypassing the normal algorithm entirely. Override entries are created before generation runs.

🧑‍⚕️ Role Requirement (Hard) — A specific role (e.g. Senior Doctor, Safety Officer) must be present at a location/shift. The report checks every operating location/shift/date and flags missing role coverage for manual correction; it does not create replacements.

🚫 Role Exclusion (Hard) — A specific role must not be assigned to a location/shift. Automatic assignments held by that role are removed in post-processing; conflicting manual overrides are retained and flagged.

Hard vs Soft Priority

🔴 Hard Constraint

Marks a constraint as mandatory for review. Exclusions remove conflicting automatic entries, while manual conflicts and missing role coverage need manual correction; removing entries may leave gaps. Use words like must, cannot, never, not allowed.

🟡 Soft Preference

Report-only for AI preferences: the report checks matching assignments without changing them. Unfulfilled soft rules appear for review. Use words like prefers, should, requests.

After "Generate with AI Rules" completes, the generation log shows a full AI Rule Compliance Report — listing every rule as ✅ satisfied, 🔧 enforced (violation corrected), or ⚠️ needs review.

Need help writing rules? Open the Roster Advisor chat and describe your constraint in any way — e.g. "Dr Lim should never work with Dr Tan on the same shift" or "Staff A can't do overnight shifts". The agent will help you craft the right rule for your roster.

Hard co-assignment rules only detect conflicts between staff at the same location on the same shift type on the same day. If two staff are at different locations or different shifts, that is not treated as a co-assignment conflict.

Errors & Troubleshooting

When you click Generate, a log window shows the generation progress. If an error stops the process, it will display a clear message and a suggestion. Below are all known errors and how to resolve them.

Common Warnings (non-fatal — generation still completes)

⚠️ Location understaffed — no eligible staff found

The generator could not find enough eligible staff to fill a location's minimum requirement. This is not an error that stops generation — it means one or more locations may be left short-staffed in the output.

Fix: Check that the location's Required Roles match the roles assigned to your active staff. Also check the FTE cap settings — if all staff have already reached their daily FTE limit by the time this location is processed, it will be left empty. Consider increasing staff FTE, lowering the FTE cap, or enabling Allow Sacrifice on low-priority locations.

ℹ️ Preferred location NOT fulfilled for [Staff Name] on [Date]

A staff member's requested location preference (from a Leave Request) could not be accommodated. The staff member was still assigned somewhere, just not their preferred location.

Fix: If this preference is critical, manually override the assignment in the Roster View after generation. The staff member will automatically receive a notification about the unfulfilled preference.

Common Problems & Prevention Tips

🔸 Staff are being skipped and locations are left empty

Cause: All eligible staff have reached their daily FTE cap before this location is processed.

Fix: Review the FTE Scale settings (max FTE per day). Consider increasing the daily FTE cap, lowering individual shift FTE points, or adding more staff to the pool.

🔸 The same staff member appears on every shift

Cause: The fairness lookback window is too short, or there are very few eligible staff for that location.

Fix: Increase the Fairness Lookback Weeks in FTE Settings (e.g. from 4 to 8 weeks) so the system has more historical data to balance assignments. Alternatively, add more eligible staff.

🔸 A staff member on leave is still appearing in the roster

Cause: The leave request exists but has not been approved yet. Only approved leave is respected.

Fix: Go to the Leave page, find the request, and click Approve. Then re-generate the roster.

🔸 A location is never being filled even though eligible staff exist

Cause: The location's Required Roles don't match any active staff member's roles, or the location's Active Days exclude the days in the roster period.

Fix: Open the location and verify Required Roles and Active Days. Check that at least one active staff member holds the required role.

🔸 Re-generating the roster removes all my manual changes

Cause: Re-generation clears all auto-generated entries. Manual overrides are preserved, but standard assignments are not.

Fix: Before re-generating, use the Roster View to mark important assignments as manual overrides. These will be preserved. Alternatively, make all manual changes after the final generation.

🔸 Staff member does not appear in My Roster

Cause: Their Staff record does not have a Linked User Account Email set, or the roster has not been published yet.

Fix: Edit the Staff record and add their app login email in the Linked User Account Email field. Also ensure the roster status is set to Published.

Common Questions

Frequently asked questions about how roster generation interacts with your data.

You're ready to go!

Follow the steps in order — Workspace → Roles → Shift Types → Staff → Locations → Leave → Duties → Generate → Drag-and-Drop Refine — and your first roster should be up and running in minutes. Works for any industry: manufacturing, retail, construction, services, healthcare, and more. If you encounter any issues not covered in this guide, reach out to your system administrator.