Scheduling & Rostering

The Scheduling module is where managers build and publish staff rosters. Navigate to Dashboard -> Scheduling.

What is the Scheduling Page?

The scheduler gives you a visual, week-by-week view of your organisation's roster. You can:

• Create and assign shifts to employees
• See who is available and who has approved unavailability or leave
• Detect conflicts (double-booking, award violations)
• Publish the roster so staff can see their shifts
• View weather forecasts per location to help plan outdoor shifts
• Manage shift swap requests from employees

Views

• Week View (default) --- Full week across all employees at the selected location. Each row is an employee, each column is a day. Shifts appear as coloured blocks.
• Day View --- Single day in detail. Useful for busy days with many overlapping shifts.

Use the -�� -> arrows or the date picker to navigate between weeks.

Creating a Shift

1. Click any empty cell in the scheduler (the employee row + day you want to assign)
2. The Add Shift panel opens
3. Fill in: start time, end time, break duration (minutes), role (optional), location (if multiple), and notes
4. Click Save Shift

The shift appears on the roster immediately in draft status.

Conflict detection: If the employee already has a shift that overlaps, or has approved unavailability for that time, the system will warn you before saving.

Editing or Deleting a Shift

• Edit: Click the shift block -> update fields -> Save
• Delete: Click the shift block -> Delete Shift -> Confirm

If the roster has already been published and you delete a shift, affected employees are notified.

Roster Statuses

Publishing the Roster

1. Review the full week --- check for gaps and conflicts
2. Click Publish Roster at the top of the page
3. Choose whether to notify staff by email (in addition to in-app notification)
4. Confirm

All employees with shifts in that week receive a notification. The shifts appear in their Staff Portal under My Roster.

Once published, any further edits trigger a notification to affected employees automatically.

Availability Indicators

Employee rows show visual indicators:

• Green --- Available (no constraints)
• Yellow --- Has an approved unavailability constraint during this time
• Orange --- On approved leave for this period
• Grey --- Employee is inactive or not assigned to this location

Copying a Roster

1. Navigate to the target week
2. Click Copy Previous Week
3. Review the copied shifts (check for employees on leave)
4. Make adjustments and publish

Shift Templates

Save common shift patterns to reuse them:

Creating a Template

1. Click Templates in the top bar -> New Template
2. Set the shift name, start time, end time, break duration, and role
3. Save

Applying a Template

1. Click an empty cell in the scheduler
2. In the Add Shift panel, click Use Template
3. Select the template --- time and break fields fill automatically
4. Adjust if needed and save

Weather Context

For each location, WoPora shows a 7-day weather forecast on the scheduling view as small icons (sun, rain, wind) on each day column. Helps managers at outdoor or weather-sensitive locations plan staffing.

Shift Swaps

Reviewing a Swap Request

1. The Swap Requests tab (or notification badge) alerts you to pending swaps
2. Click the request to see which employee wants to swap, the original shift, and the proposed colleague and their shift
3. Verify both employees are qualified for each other's shifts
4. Click Approve or Decline (enter a reason if declining)
5. If approved, the roster updates automatically and both employees are notified

Filters

• Location --- Show only employees at a specific site
• Team --- Show only a specific team
• Role --- Show only employees with a specific role

Printing the Roster

1. Set your filters (location, week)
2. Click Print / Export
3. Choose PDF or CSV and download

Related Docs

• Availability & Unavailability
• Demand Forecasting
• Locations
• Teams
• Staff Portal --- My Roster