Audience
This article is for people managers and supervisors who use Roubler to build and manage rosters, assign shifts to employees, and monitor coverage and costs for their locations.
Description
The Roster screen is the manager view where you:
- See the rostered shifts for your location(s) by day or week.
- Add, edit, copy and publish shifts.
- Use tools like Smart Roster, templates, and standard hours.
- See high-level costings and coverage indicators.
This guide explains the main areas of the Roster screen and what you can do in each section.
Steps
1. Open the Roster screen
- Log in to Roubler on the web.
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From the left-hand menu, select Roster .
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Use the location selector (usually at the top of the screen) to choose which site you’re rostering for. You’ll only see locations where you have rostering permission.
2. Understand the main layout
On the Roster screen you’ll typically see:
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Date navigation – arrows or a date picker to move between weeks.
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View options – for example:
- By employee (rows = employees; columns = days).
- Sometimes by position or by location depending on configuration.
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Shift cells – each cell shows a shift with:
- Start/finish time,
- Position/role,
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Colour coding (e.g. by employee, position, or location).
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Toolbar / ellipsis (…) menu – actions such as:
- Add shift, Copy & paste, Smart Roster, Templates, Cost, Export/Print, Publish, Clear, Unassign all.
- Details tools
- Show the Total hours rostered and remaining hours for an Employee
- Show the Total hours rostered and remaining hours for an Employee
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- View what the different colour flag mean
3. Common actions on the Roster screen
3.1 Add and edit shifts
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Add a single shift:
- Click on the Plus sign at the top tool bar
- Or a plus sign in an empty cell
- Enter start/finish time, position, and any breaks or notes.
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Save the shift (it will start as Draft until you publish).
- Click on the Plus sign at the top tool bar
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Copy/paste shifts:
- Use the Copy / Paste options to duplicate shifts to other days or weeks (for example, copy last week’s pattern).
- Click on any shift and select the copy icon to copy its properties
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Use templates or standard hours:
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Apply a roster template or standard hours as a starting point, then adjust individual shifts as needed.
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3.2 Use Smart Roster (where enabled)
- Create unassigned shifts (shifts with no employee).
- From the ellipsis (…) menu, choose Smart Roster.
- Roubler automatically assigns employees based on rules such as:
- Least hours worked,
- Employment type,
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Even allocation and additional criteria (licenses/ratings), depending on your Smart Roster settings.
3.3 View costings and forecasts
Only visible if you have Manager with Finance permissions
Depending on your configuration, you may see:
- Costings – labour cost by day, by employee, or by position.
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BI breakdown – graphs or tables showing roster cost vs sales or budget, if integrated.
Use these to check whether your roster stays within targets before publishing.
3.4 Publish and notify employees
- While you are building the roster, shifts remain Draft and are visible only to managers.
- When ready, select Publish (for the whole roster or selected days).
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Once Published, employees can see their shifts on mobile/web, and may receive notifications for new or changed shifts depending on your settings.
Troubleshooting
1. “My employee says they can’t see their upcoming shifts.”
Checks:
- Confirm the roster or specific shifts are Published, not just Draft.
- Ensure the employee has the correct primary location and location access for the rostered site.
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Ask the employee to refresh their roster (pull-to-refresh in the app or refresh the browser) and confirm they’re in the correct company/brand if they work across multiple.
If everything looks correct but they still can’t see shifts, capture screenshots (manager roster view vs employee view) and escalate internally.
2. “The roster looks different on the app vs the web. Which is correct?”
- Both pull from the same data; differences are usually due to caching or unpublished changes.
- Ask the employee to refresh or sign out/in, and ensure you have republished any recent changes.
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If inconsistencies remain, gather screenshots from both views and raise it via your internal support process.
3. “Employees can’t accept or swap shifts.”
- These features are configuration-dependent. If accept/decline or swap options don’t appear for employees, they may not be enabled for your organisation or location.
- Check with HR/Payroll or your internal Roubler administrator whether:
- Shift acceptance/bidding is enabled.
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Shift swaps are turned on for that location/role.
4. “Timesheets don’t match the roster / lots of unassociated shifts.”
Common causes:
- Shifts not published before staff worked and clocked.
- Shifts were changed or unpublished after staff worked, breaking associations.
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Employees missed clock-ins/outs.
Manager actions:
- In Timesheets, look for entries without an associated shift and link or adjust them as per your pay rules.
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Remind staff to clock correctly and ensure rosters are published in time before work starts.
Who to contact for help
If issues continue after following this guide, use internal channels:
HR / Payroll team
- Validate employee locations, positions, and standard hours.
- Confirm how rosters should interact with pay, overtime, and leave.
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Help resolve cases where timesheets and rosters don’t align with pay rules.
Internal Roubler/system administrator or IT/support
- Review and adjust roster settings, Smart Roster, shift acceptance/swaps, and notifications.
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Investigate issues where the Roster screen, app views, or timesheets don’t match expectations and escalate to the external vendor if needed.
Encourage employees to raise roster or shift concerns with their manager first, then involve HR/Payroll or internal support when configuration or policy decisions are needed