Manage Rosters

A roster is an organised schedule that allocates members to specific shifts over a defined period such as a day, week, or month. It consolidates all planned shifts and their designated members, ensuring proper coverage, balanced workloads, and smooth operational efficiency.

Make sure to complete all the steps below to manage rosters effectively.

Here's an elaboration on the purpose of each setup step:

Step 1. EOH: Entire OnHire operates on a flag-based model for handling features which is auto enabled by Xeople as per your pricing plan.
Step 2. XR Marketplace - Enable EOH integration: XR Marketplace integrates with EOH to seamlessly connect both platforms when enabled. This integration allows you to view rosters—an organised schedule that allocates members to specific shifts.

Configuration:

Step 3. XR - Master Data - Filters: Help refine and control the data displayed in the Rosters Calendar View. Advanced filters can be configured from the Filter Master and easily applied or removed directly within the calendar.
Step 4. XR - Master Data - View: Create a Calendar View to control which source data appears on the screen. Each view is linked to a specific source, so only data related to the selected view will be displayed.
Step 5. EOH - Allocation Section Master: Helps you manage shifts efficiently by organising all shift statuses into four clear stages: Process, Hold, Finalise, and Completed.
Step 6. EOH - Allocation Status Master: Defines all shift statuses used in the allocation workflow. These statuses describe the exact stage a shift is in and guide agencies, clients, and members through the allocation process.

Use:

Step 7. Rosters – Calendar View - Overview and Navigation: Check out how to navigate to the calendar view.
Step 8. Calendar View - Header - View: Lets you switch between different views created in the View Master. Only views you have permission to access are displayed, and if no custom views exist, the default view loads automatically.
Step 9. Header – Shift Summary Panel -Shifts Filtered/Total Shifts: Provides a quick, high-level overview of all shifts displayed in the calendar, grouped by Shift Stages (aligned with Shift Sections in Client Allocation). It organises data into colour-coded stages—Open (Yellow), Pending (Orange), Booked (Green), and Cancelled (Red)—so you can quickly identify where attention is needed and take action efficiently.
Step 10. Page Header – Screen Action Panel: Provides access to actions that are not linked to any specific shift. These actions remain available at all times and support commonly used, system-wide operations.
Step 11. Calendar – Apply Filter: Controls which shifts appear on the Allocations screen. It allows you to refine the displayed shift data based on selected criteria and view only what is relevant to you.
Step 12. Date-Based Filtering and Timeline Controls: You can apply a date (time)-based filter using the slider, which works together with the selected period—Day, Week, or Month. By default, each view is set to Week (configured in Master Data – View), so the calendar initially loads with a weekly filter, and the time slider operates within that weekly range.
Step 13: Calendar – Select Period: Select Day, Week, or Month to control how many shifts are displayed in the calendar. This works together with the date-based slider—for example, if Month is selected, the slider adjusts to the monthly range and the calendar displays all shifts for that month.
Step 14: Calendar – Search: Primary, on-screen filter that allows you to run fast, high-level queries without opening the full filter panel.
Step 15. Calendar – Block or Timeline Mode: Provides two display modes that allow you to view and interact with shift data (fetched from the source) in different ways. Each mode supports specific user needs and helps you interpret shift information more effectively.
Step 16. Calendar - Additional Options & Timing: Once the card details are displayed, you can use additional filter options to control selected elements of both the shift card layout and the overall calendar layout.
Step 17. Shift Card – Grouping: Provides flexible grouping controls that organise shift data in meaningful ways displaying only essential information on the card. Grouping helps you quickly understand shift distribution without crowding individual shift cards.
Step 18. Shift Card - Card View: Access the Calendar View for managing and reviewing all rostered shifts.
Step 19. Shift Card Behaviour Based on Grouping – Actions Related: This section explains how shift card actions and display behaviour change based on the selected grouping. It also clarifies the difference between Service Location (primary workplace) and Delivery Location (specific sub-location), ensuring accurate shift allocation and better visibility within the calendar.
Step 20. Shift Card - Select Button: Helps you quickly identify and select shift(s on the calendar.
Step 21. Shift Card – Timing Element: Clearly displays each shift’s start and end time so you can quickly see when every shift runs.
Step 22. Shift Cards > Member / Broadcast / Search: Member-related items appear on a shift card based on the data fetched from the source configuration.
Step 23. Broadcast vs Released Shifts: Explains the difference between Released and Broadcast shifts, including how each type is made available to members and the steps to release or broadcast a shift. It outlines how shift visibility, member selection, and status updates work within the system and the member app.
Step 24. Shift Card – Booking Ratio: The shift card shows a Booking Ratio based on how the shift was created. It indicates whether the shift is part of a multi‑shift booking and enables quick bulk updates via the Booking Ratio screen, ideal for fast changes when full system validation is not required.
Step 25. Shift Card – Notes: Allow you to record important shift-related information for clarity, coordination, and audit purposes.
Step 26: Shift Action Bar - Actions: Provide a user-friendly, streamlined way to perform quick actions on one or more shifts directly from the screen depending on your role and permissions.

Roster - Calendar View