The Roster
Route: /shiftplan?tab=roster
The Roster is the heart of the module: a grid of your staff against the days of the week, with each person's shifts and time off drawn in. It answers two questions at a glance — who is working when, and are we short-staffed anywhere — and it's where you add shifts, move them, and confirm a day once it's done.
The weekly roster with staff rows, shift chips, coverage counts and the legend
Week view and Day view
Use the Week / Day toggle to switch between the two layouts:
- Week shows all seven days at once, one column per day, staff grouped by department down the left. Best for planning ahead.
- Day shows a single day as a time-of-day timeline, so you can see exactly when each person starts and finishes and spot overlaps. Best for running the day itself.
Step through time with the ‹ › arrows either side of the date label — they move by one week in Week view and by one day in Day view. Click the date/week label itself to open a calendar and jump straight to any date; picking a day takes Week view to that day's week and Day view to that exact day.
Tip: On a phone the roster always uses the stacked Day view — the week grid needs too much width for a small screen.
Reading coverage
Each day header carries a coverage chip:
- {n} on (green) — the number of people working that day meets your targets.
- {n} short (amber/red) — you are below the Required staff per shift target for at least one department/shift. Set those targets on the Settings tab.
A small confirm dot in the day header shows whether the day has been confirmed yet (see Confirming a day below).
Filtering by department
The Department filter at the top narrows the roster to one department (for example only Boat Crew). Departments come from the Settings tab; each has its own colour, which is used for that person's shift chips and avatars. When the toolbar runs out of room the department chips collapse into a menu.
The legend
A legend bar along the bottom explains the shift colours and patterns:
| Marker | Meaning |
|---|---|
| Confirmed | A solid chip — the shift is set. |
| Requested | A dashed/outlined chip — a shift that is proposed but not yet confirmed. |
| Holiday | Approved time off (holiday). |
| Sick | A sick day. |
Adding and editing shifts
- + Add shift in the header (or click an empty cell in Week view) opens the shift dialog to create a shift.
- Click an existing shift chip to edit it, change its status, or delete it.
- In Day view you can drag on the timeline to create a shift over a time range, and drag an existing bar to move it. A move saves as soon as you drop it, and a Shift moved toast offers Undo for a few seconds.
The full set of fields and the recurring/time-off options are covered in Scheduling shifts and time off.
Note: Two people editing the same roster see each other's changes on a last-write-wins basis. The roster re-reads the current week whenever you return to the browser tab, so you always act on fresh data.
Confirming a day
Planning uses Requested and Confirmed shifts; confirming turns a finished plan into recorded worked hours. In Day view (and for today or any past day) a Confirm day button appears:
- It promotes that day's Requested shifts to Confirmed.
- It writes each confirmed shift into the staff member's work log as actual hours (creating, updating, or removing entries to match the roster).
- The button shows how many people will be affected, and notes when requested shifts will be promoted ({n} requested will be confirmed).
After confirming, the day's confirm state reads Confirmed. If you later change a confirmed day's shifts, its state becomes Needs re-confirm — confirm it again to bring the work log back in line.
Warning: You can only confirm today or past days — you cannot confirm the future. Confirming does not lock the day; you can still edit it and re-confirm.
Dive-trip overlay
If the Dive Log module is on, scheduled dive trips for the week appear as small trip chips on the relevant people's days (for example the lead guide and crew of a boat departure), so you can see the roster and the boat schedule together. These chips are read-only here — manage trips in the Dive module.
Printing the week
If your company has set up a print template for the roster, a Print menu appears in the Week-view toolbar. Pick a template to generate a PDF of the week's roster for the visible staff — handy for pinning up a paper copy. Templates are configured under Settings → Mail Templates (see Settings & Administration).
Who can access this
Requires the Shift permission. Adding, editing, and confirming shifts require the create/update parts of that permission. Visible when the Shift Plan module is active.
Related chapters
- Scheduling shifts and time off — the shift dialog in full.
- Departments, types & settings — departments, shift types, and coverage targets that drive the roster.
- Dive — the dive trips shown as chips on the roster.