How to Set-Up a Roster in Employment Hero Payroll
Introduction
This video explains how to use Employment Hero Payroll’s roster system efficiently, focusing on creating and managing draft shifts, handling multiple locations, and using the drag-and-drop interface. It demonstrates how to incorporate employee leave and unavailability into the roster, create new shifts, and assign them to specific employees. The video also shows how to use the cost breakdown feature, publish rosters, and set up SMS or email notifications for employees. Additional features such as roster templates, copying shifts, and creating timesheets from rostered shifts are also covered. The guidance is relevant for organisations using SCHADS to manage employee scheduling and payroll.
Key Takeaways
- Draft shifts can be created, adjusted, and assigned to employees using the roster system.
- Employee leave and unavailability can be integrated into the roster for accurate scheduling.
- Cost breakdowns for shifts allow managers to see projections and control overtime and penalty rates.
- Roster templates and shift copying make recurring scheduling more efficient.
- Timesheets can be generated directly from rostered shifts, reducing manual entry.
- Rosters can be published to employees via email or SMS notifications once finalized.
Transcript
Introduction to the Roster System
Employment Hero Payroll’s roster system is built for efficiency. With over 1,000 successful implementations, we’ve mastered every feature of this powerful tool. In this video, we'll guide you through creating draft shifts, managing multiple locations, and using the drag-and-drop interface. You'll also discover how to set up SMS notifications, handle shift swaps, and use the cost breakdown feature to stay within budget.
Viewing and Managing Draft Shifts
I have my roster open here, and I have a few shifts that have been created. These are draft shifts, which you can tell by the little orange icon beside them. I can drag and drop these shifts to different employees, or I can move them as unassigned shifts. Then I can click on them to assign them to a specific employee.
Leave and Unavailability in the Roster
You will also note that leave and unavailability times can be brought into the roster. In Payat, you’re managing everything in one system, so it all talks to each other. It’s nice to be able to see that in the roster. I have here some leave that’s been approved and a time that this employee has submitted as being unavailable.
Creating New Shifts
If you want to create new shifts, all you have to do is click on the date you want to create the shift for under the relevant location. Each of these gray banners represents a location. If I wanted to create a rostered shift under Finance, I would click on the day I wanted to do that for, change the start and end times accordingly, select the employee I want to assign it to, and then click Save. This shift will be created as a draft shift initially and can be adjusted or dragged and dropped to another employee or location.
Shift Cost Breakdown
One feature of the shifts is the cost breakdown displayed underneath. This is one of the great features of the roster in Payat. You can click on each shift to get a cost breakdown, see shift projections, and understand costs before sending out the shifts. You can then move shifts around to save on penalty rates or avoid paying excessive overtime.
Additional Roster Features
There are many more features related to shift costings, including budgets and warnings for overtime or broken shifts, which I explore more in the webinar. There are also roster templates, which are useful if you have a continuous roster for one employee or location—you can create templates to easily reassign shifts. You can also copy shifts from week to week or fortnight to fortnight.
Creating Timesheets from Rostered Shifts
Another useful feature is creating timesheets based on rostered shifts. You can import all rostered shifts directly into the timesheets instead of having employees clock in and out or manually complete timesheets.
Publishing the Roster
Once your roster is complete and ready to submit to employees, you can click the Publish button. This will publish all shifts currently on screen. The icon should turn blue, and employees will receive an email or SMS notification, depending on your setup. They will receive their roster for the week in one message.
Conclusion
That’s a quick overview of the roster. There’s a lot of functionality behind it, and if you’re interested in learning more, I recommend checking out the webinar.