Advanced Rostering
4 min read
Advanced Rostering
Wageloch advanced rostering features support stronger roster control and clearer staff communication, with better pre-publish checks.
Three core features support advanced rostering workflows:
- Grid View: Review staffing across days and employees in one matrix to quickly identify coverage gaps, overstaffing, and unassigned shifts.
- Roster Shift Confirmation: Require selected staff or pay groups to accept or decline shifts after publishing.
- Shift Notes: Attach shift-level instructions that staff can view in roster emails, Staff Portal, and the mobile app.
If you are creating a roster from scratch, start with Creating Rosters first.
Grid View
Grid view is designed for fast roster checks across the full period. It is useful for spotting gaps, overstaffing, and unassigned shifts before publishing.
Open Grid View
- Open your roster.
- Select GRID near the save controls.
- If the view looks sparse, enable Show All Staff.
Open grid view
Show the GRID control and the full staff matrix view.
Add and Adjust Shifts in Grid View
- Find the correct staff row and day column.
- Select the edit icon in the cell.
- Drag to create the shift from start to finish time.
- Adjust shift edges if needed.
- Select Done.
Add and edit shifts in grid view
Show a grid cell being edited, a dragged shift block, and the final saved shift.
Reassign and Move Shifts
Use drag and drop to move a shift to another day or employee.
If the roster has already been published, republish after making changes so affected staff receive updates.
Move shift in grid view
Show a shift being dragged from one staff member or day to another.
Day and Staff Checks
Use these quick checks before publishing:
- Day check: Select a date header to review all coverage on that day.
- Staff check: Select an employee to review their full period schedule.
Day and staff checks in grid view
Show date-level coverage review and employee-level schedule review controls.
Roster Shift Confirmation
Roster Shift Confirmation allows selected staff or pay groups to accept or decline shifts when a roster is published.
Use shift confirmation when the team needs explicit acknowledgment of new or updated shifts.
Configure Shift Confirmation
- Go to Settings > Rosters.
- Open Roster Shift Confirmation.
- Choose the staff or pay groups to include.
- Save your settings.
- Publish or re-publish the roster to send confirmation prompts.
Configure roster shift confirmation
Show roster settings with shift confirmation options, selected groups, and saved status.
Confirm Shift Responses
After publishing, monitor accepted and declined responses in your roster workflow, then update shifts where needed.
Review shift confirmation responses
Show where manager users can see accepted and declined shift confirmations.
Shift Notes
Shift Notes let managers attach instructions to individual shifts.
Use notes for handover details, key tasks, location updates, or customer-specific reminders.
Add a Shift Note
- Open the roster.
- Find the shift.
- Right-click the shift and select Add Note.
- Enter the note text.
- Select Add.
Add a shift note
Show right-click on a shift, Add Note action, and saved note text.
When a note is saved, a note icon appears on the shift.
Shift note icon on rostered shift
Show the note icon visible on a shift after saving the note.
Where Staff Can View Shift Notes
Shift notes are visible in:
- Roster emails.
- Staff Portal.
- Wageloch Mobile App.
Shift notes across staff channels
Show a shift note in roster email, Staff Portal, and Mobile App views.
Notes in Roster Emails
In roster emails, shift notes are shown as note callouts for the employee. Daily notes are displayed separately as roster-wide notes.
Shift notes in roster emails
Show shift note callout and separate daily note area in the roster email layout.
Notes in Staff Portal
Staff can see shift notes from the main portal roster view and from My Roster.
Shift notes in Staff Portal
Show note visibility on the Staff Portal home roster and My Roster screen.