Roster Availability

This page outlines use of the Roster Availability register.

Overview

The Roster Availability is used to records the availability of users (usually staff) for a given shift.

Roster Availability is used with the Rostering functions but can be used standalone.

Access

To access Roster Availability:

1. Go on duty to the event with a supported position.

2. Use the Manage My Rostering Availability in the User Profile menu to access the module.

Manage My Rostering Availability in User Profile

If you can't access this link, contact your System Administrator. Roster Availability needs to be properly setup and configured. Most built-in positions have Roster Access security policy. That means that you will be able to start using this module immediately to enter your own roster availability, so long as the register has been added to the event you're working in. To manage Roster Availability you must be signed in with either an Operations Officer position or a position with the Roster Access security policy.

Operation

Once setup and configured, Roster Availability records are created either by users or a Coordinator (refer to Positions).

Users can add availability if they have access to the register by adding dates, times and shifts that they are rostered on for. Coordinators can also add availability for any user including themselves.

When adding new records, the Availability is set to Available by default, although users can set this to either Available or Unavailable. The Unavailable status will override Available for the same date. So if a user is available for three months except for one week, they can create one 'Available' record for three months and one 'Unavailable' record for one week in the middle.

If you're working on an item it can be set to Draft.

For availabilities that have similar date ranges, shifts or users you can use the Template option.

If an item is no longer needed it can be set to Cancelled; Closed (Duplicate); or Closed (Error).

Positions

The following table outlines positions that can manage this register and what users with them can do according to their default security policies:

Position	Description
Operations Officer	Add and edit their own availability
Operations Coordinator	Manage the availability of users Export availability View reports

Other positions may have similar security policies. A System Administrator can establish positions with custom security policies.

Setup & Configuration

Refer to: Configuring the System and Administration

To enable Work Summaries, an Administrator needs to:

1. Add the Resources register to the Event

2. Add the appropriate Positions to the Event. Most positions support users adding Work Summaries. In addition security policies for Roster access can be assigned to any position.

3. [Optional] Configure shifts, a default 'Main' shift comes pre-installed.

Security Policies

Refer to: Positions: Security Policies​

Security Policy explanations

The following security policies apply to the Roster:

Roster Access	Provides read-only access to the roster user interface.
Roster Coordinator	Provides full access to manage rosters

Finding

Searching and Filtering

The find items you can use:

• Datagrid view

• Filters including Active, Workflow (Available, Unavailable etc) and Unassigned

• A combination of filters and search by most fields

Roster Availability datagrid (sample view)

Filters

Filters help make management of Roster Availability easier by focusing on specific groups of items on the datagrid.

Filters

Filter menu explanations

The following lists some of the filters and how to use them:

Filter Group	Filter/s	CQL	Use
Main
	Active	is:active	Finds all Active items (Available, Unavailable or New)
	Recently Updated	is:active dateUpdated:>today-5d	Finds all items updated in the last 5 days
	All	is:any	Finds all items in the register
Total
	Active	toDate:>now-30d	Finds all items with an Date Until less than 30 days away
	Mine	is:active userId:@me	Finds all items with you set as the User
Region	[List is based on your system configuration]*		Refer to: Regions
Workflow
	Available	status:available	Finds all items with Status of Available
	Cancelled	status:cancelled	Finds all items with Status of Cancelled
	New	status:new	Finds all items with Status of New
	Unavailable	status:unavailable	Finds all items with Status of Unavailable
Active tags	[List is based on your system configuration]*	is:active #
Assignments	[List is based on your system configuration]*
	Unassigned	is:active assigned:none	Finds all items where Assigned is not set

* May vary based on your system configuration

Opening and Viewing

Viewing Items

When viewing Roster Availability items, sections can be expanded to show information.

As each section is completed, new sections may show additional information.

Screenshot showing read only view of the General section. The user is available for most of the September.

Settings

Roster Availability has the following sections:

Left Column	Right Column
Record Notes	Workflow
General	Activity

Record Notes

When editing, record notes in the rich text field as you make changes which will appear in the Activity log.

Refer to: Recording Notes

General

The General section contains the main availability details with the rich text field provided.

Date From

Use this setting to set the date that the user is available from. This is required.

Refer to: Setting Dates

Date until

Use this setting to set the date that the user is available until. This is required.

Refer to: Setting Dates

It is possible to set a Date until before the Date from, however do not do this as it can affect the availability results.

Shift

Use this setting to select the shift(s) from the list. This is required.

Once selected, these appear like tags and can be similarly removed by toggling them off the list with the cross.

Shift setting with Main shift added

Shifts are set up by your System Administrator using the Roster Availability Shifts lookup.

Availability

Use this setting to whether the user is Available, Unavailable or something else.

Status	Datagrid Icon	Notes
Available		All new Roster Availability items begin with this status
Unavailable
New
Cancelled

For more information on statuses and workflow for Availability, refer to the Roster Availability Workflow Data Dictionary.

User

Use this setting to select a user who the availability is for from the list.

If you don't select a user, it will default to your name (if you have a Roster Access security policy).

Details

Use this setting to add details on ths availability. For example, there might be notes about certain days or if the user has limited capacity. They can be added here.

Workflow

Tags

Refer to: tags

Activity

Refer to: Viewing Items: Activity

Updating

Editing Items

When updating an item:

• Add notes on your edits in the Record Notes field

• Complete each section of the Settings as required. Note that some options may open up new sections to complete.

Editing a sample Roster Availability item

Adding

Adding Items

1. From the register, in the New item menu select the New Roster Availability button (or drop down the list from any other register and select it)

2. Complete each section of the Settings as required (Date from, Date until and Shift are required). If you don't select the User, your user will be used.

3. Save

New Roster Availability screen

Bulk Actions

Bulk Actions

The following additional bulk actions can be performed via the Actions menu:

Action	Description
Copy IDs	Refer to: Copy IDs
Export to Report	Refer to: Export to Report Exports to Roster Availability Report
Bulk Edit	Refer to: Bulk Edit

Importing

Imports

A System Administrator can import in bulk via the Import system using the Availability Periods option.

Reports

Running Reports

The main report, Roster Availability found in Rostering Reports can be run from either the Bulk Actions or the Reports menu.

View of some of the Roster Availability Report parameters