Building and publishing the roster

1. Before you start

• Admins and management build the roster, publish it, set pay rates and see wage cost. Everyone else sees the published roster and their own shifts.
• The people you roster are your servers on the Floor. An admin links each one to their login under Logins and pay. Until then, that person can't see their own shifts, get emails, request leave or swap.

2. Planning the week

• Add a shift with the + in a day (Add beside the day on a phone): choose who, the date, start and end, any unpaid break, a station such as Floor, Bar or Host, and an optional note.
• Choose "Open shift (anyone can claim it)" as the person to post a shift for the team to pick up. Open shifts sit in their own row at the top.
• Copy last week brings last week's shifts across in one go.
• Templates saves this week as a template and loads one later. Loading adds its shifts beside the ones already there and never adds the same shift twice.

3. Publishing

Publish shows how many changes are waiting. Choose Changes only (the default when anything is waiting) or Everyone this week, and tick "Ask people to confirm their shifts" if you want each person to confirm.

Each person whose login is linked gets one email listing all their shifts for the week. With Changes only, that is just the people whose shifts changed. If you delete a shift that was already published, the team keeps seeing it until you next publish, which emails that person their updated shifts.

4. Swaps, pick-ups and leave

• Under My shifts this week, a team member can Offer an upcoming shift to someone else or ask to Swap it, and Confirm it when you asked for confirmations.
• Under Up for grabs, they can Claim an open shift, Pick up an offered one, or accept or decline a swap.
• Leave lets anyone linked to the roster ask for time off: Holiday, Sick, Personal, Training or Other, up to 93 days at a time. When you approve it, choose whether their shifts come off the roster (publish to tell the team) or turn into open shifts. They are emailed your decision.

By default, swaps and pick-ups wait for a manager: the Swaps button shows how many need you, with Approve and Decline on each. Admins and management can untick "Swaps and pick-ups need a manager" at the bottom of that window to let accepted swaps and claims go straight onto the roster.

5. Wage cost and roster rules

Set each person's hourly pay rate, with the date it starts from, under Logins and pay (management sees it as Pay rates). The strip above the roster then shows rostered hours, wage cost, booked covers and covers per server. Once everyone rostered has a pay rate, wage cost is shown as a share of sales from your till for the week's bookings, or, without till sales, of paid deposits and pre-orders.

Below the roster, an hour-by-hour chart shows booked covers against people on. For admins and management it also shows sales and wages when your till sends sales to Gaplessly.

Rules holds named rule sets, such as one for staff under 18, that you give to each person: longest shift, paid hours a day, paid hours a week, days a week and rest between shifts. A shift that breaks a rule, overlaps another or falls on approved leave shows a warning. Warnings never stop you saving or publishing, and a manager can note a reason to accept one.

Export hours downloads a timesheet (CSV) of the week's published shifts, ready for payroll. Cost is included for admins and management only.

6. Common questions

Why didn't someone get their roster email?

Their roster name is probably not linked to their login yet. An admin links it under Logins and pay.

Why does wage cost say some shifts have no pay rate?

Every rostered person needs an hourly rate before the percentage can show.

Why can't a team member see My shifts or Leave?

The same reason: their login isn't linked to their roster name yet.

Why doesn't the email say what changed?

It lists all of that person's shifts for the week, so they always have the whole week in one place.