The Rosters feature in PaySauce is a powerful tool for managing employee schedules efficiently. This guide will walk you through the key aspects of using this feature effectively.
Setting Up a Roster
Log into PaySauce and select the ‘apps’ option in the top right hand corner. Select ‘Rosters’, or click on the ‘get more apps’ button to add Rosters if you don’t already have it. You must have a Platform account to create a roster (manager accounts are not able to create rosters).
The Rosters feature is only available on the Premium plan. If you’re not already on our Premium plan, find out how to upgrade here: Managing your PaySauce subscription.
To get started, click on 'Apps' in the top right of your PaySauce dashboard after first logging in.
Click the "+" New Roster button.
Enter the roster name, start and end dates, and select employees. Your start and end date do not have to be fixed to any specific schedule such as a week or a fortnight, the range can be whatever you need it to be to suit your business.
Click "Open New Roster" to begin.
Applying employee shifts to the roster
Click the "..." icon next to an employee's name, and select "+ Add Roster Days via Work Pattern".
You can choose either “Use default work pattern” to use the work pattern that exists in the employee settings, or "Use custom work pattern".
⚠️ If the employee does not have a work pattern set in their employee settings in PaySauce, you will receive an error message in the bottom left hand corner saying “this employee does not have a default work pattern.”
Using custom work patterns: Set the pattern length and select rostered days, then click "Add Roster Days" to apply the pattern. The pattern length will default to the number of days that the roster has been created for. Simply tick the boxes to indicate that a rostered day on should be added, then click ‘add roster days’.
You can also add an employee to a day on the roster by simply clicking and dragging their name from the left hand panel to the required day on the roster.
You can extend shifts over multiple days by dragging the edge of the employee’s name label across the days.
Interpreting your roster is easy with different colours for different types of days:
Approved and pending leave requests in PaySauce will automatically appear in the roster. These are coloured black.
Rostered days that are added will appear as grey.
Conflicts will appear in red. For example, in the screenshot below we can see a rostered on day appearing as red as it conflicts with an annual leave entry.
Public holidays will be shown on the roster: the day will show as grey with the public holiday title showing on the calendar.
You can review individual employee summaries on the roster by clicking on the “…” icon next to an employee’s name, then choosing ‘details’. You will see a summary of the days for the employee on that roster, including the total amount of rostered on and rostered off days, as well as the individual days, their status and the notes you may have entered for each day. This summary shows a number of rostered on and rostered off days and some annual leave days. There is a conflict on the 6th Jan, because the employee has been rostered on at the same time as a leave entry. You can also see a note on one of the rostered days for a training that has been scheduled.
Editing and managing rostered days
You can click on the employee’s name on any of the rostered shifts to edit the details. You can update the date to move the shift, delete the shift or add a note about the rostered shift that the employee will be able to see.
Click ‘update roster day’ to save your changes, or ‘delete roster day’ to remove the employee’s shift.
You can also add or remove rostered days by clicking on the ‘…’ icon next to the employees name.
On the main roster view, you can also change from the default status which is ‘edit rostered days’ to select the ‘remove rostered days’ option by selecting the button that looks like a minus sign. While using this setting, clicking on an employee’s rostered day on the calendar will simply remove it (you will not receive a confirmation to remove the rostered shift).
Sharing the Roster
Click the ‘share’ button at the top of the page to share the rosters with your staff. Sharing locks the roster, so if you wish to make further edits you will need to re-open the roster. Sharing the roster will notify all employees included on the roster in their PaySauce app. They’ll also be able to view their rostered days within their employee app.
You can also email the roster by clicking the ‘email’ icon (the paper plane). You can choose who you want to send the roster to, customise the message and then attach the required staff rosters that you want to email.
The employee will then receive an email with the roster attached as a PDF.
If your employees do not have the PaySauce mobile app, you can email them the roster so they can view the PDF.
Get a PDF of your roster
Click the Printer icon at the top of the Roster. You can select ‘all employees’ or only specific employees that you wish to show on this copy.
Select ‘Download PDF’. You can then print or email the roster as needed.
Reopen your roster to make changes
If you have finalised your roster and you need to make further changes, you can reopen a roster.
Navigate to view all of your rosters by clicking on ‘Rosters’ to the right of ‘Dashboard’ in the top left hand corner, then you can reopen a closed roster using the ‘…’ icon on the right hand side of the list.