From the Roster View in the Calendar screen, you can create rosters for each of your teams.
Click the + button on the first day of the roster period to access the rostering options.
There are a number of options for how to create and edit your rosters in Droppah - learn more in the sections below:
Smart Roster
The Smart Roster option allows you to load a pre-built Roster Plan as the basis for your roster, allowing Droppah to automatically fill out your roster based on your preferences and employee availability. While you can still make changes as needed after loading a Smart Roster, this can help automate a huge chunk of your rostering.
To get started, click the + button on the day the roster should start on and select Smart Roster.
A popup window will allow you to pick the appropriate settings for the roster.
Team - If you already had a Team selected from the drop-down menu at the top of the screen, this will be pre-selected for you. Otherwise, if you had All Teams selected, choose which Team you'd like to load a roster for.
Plan - Choose which Roster Plan should be used to form the basis of the roster.
Start - The date the roster should start from. This will default to the date you clicked the + on, and the End date will automatically generate as the last day of your selected roster plan.
Once you’re happy with the roster settings, click the purple Roster button.
Droppah will begin loading and then optimising your roster to find the best employee matches for each of your shifts, based on the following:
Any preferred people set in your Roster Plan
The maximum hours per week set on your staff records
The priority selected in your Company Settings
Stint durations and tolerances in your Rostering Settings
Droppah will prioritise filling every shift in your roster, even if it means the roster doesn't meet some preferred settings.
Once your Roster Plan has successfully loaded, Droppah will provide a summary of the roster that's been generated for you. In cases where some employees or shifts weren't able to meet all of your preferred settings, warnings will display to let you know what needs a look over. Learn more here: Roster Warnings
Click Finish to proceed. Your roster will now be generated with employees automatically assigned to each Work Group in each of your shifts.
You can make any adjustments to the prefilled roster as needed - see Editing Rosters below for details on editing rosters in this view, or you can head to the Resources View.
Copy Last Week
The Copy Last Week option allows you to copy your roster from a previous week to create your upcoming roster.
Learn more here: Copying Rosters
Add Shift
The Add Shift option allows you to add individual shifts to your roster. Click Add Shift and select the shift you'd like to add - note that you can only choose from any of your Shifts which haven't already been added to the day. To add an ad-hoc shift instead, see the Add Person section below, or you can head to the Resources View.
The shift will be added to the day and you can click the + button to add any Work Groups that are needed for this shift.
After selecting the Work Group you can choose the person or people needed for that shift.
Add Person
The Add Person option allows you to add a person to your roster for a custom shift.
Click Add Person, then select the person you wish to add, followed by the Work Group you wish to roster them on for.
Note that you'll only be able to select from people who are available that day, and the Work Groups that are applicable for the person you selected.
In the pop-up that appears, specify the start and end time for this shift, and the unpaid break duration (if applicable).
Roster Summary & Chart
The daily summary displayed at the top of your roster allows you to view estimated or actual revenue and labour costs. You can also switch this view to show coverage and cost graphs for each day by toggling on or off the Daily Chart setting seen here:
Daily Summary
If you've set budgets for your team or entered past revenue, the Daily Summary will show the roster cost, your expected or actual revenue, and the labour cost percentage for each day. Learn more here: Revenue & Labour Costs
For a more detailed breakdown, click View Day to see hour-by-hour costs and staff numbers.
Daily Chart
If you've enabled the Daily Chart toggle, you can click on a graph for a particular day to see more detail. Here you can hover your mouse or tap on a particular hour of the day to see total staff rostered and hourly cost for that period. You can also click Compare Dates in the bottom left to choose another date to compare to.
Editing Rosters
You can make different changes and alterations to your roster depending on which Calendar View you're in. To add or remove staff from a shift, ensure you're in the Roster View and click on the shift you want to make changes to. You can click the x on a rostered person to remove them from the shift, or click the + on an available person to add them to the shift. In this example, selecting the Kitchen Work Group for Monday's 'Morning' shift allows us to remove Chris and/or add others to Kitchen for that shift:
You can also add additional Work Groups to the shift, or click the pencil icon to edit the employee's shift start, end and break times.
If you just need to update a particular employee's shift details, simply click their name on the appropriate shift.
Alternatively, to edit additional details for shifts, navigate to the Resource View. Learn more here: Calendar - Resource View.
When you're happy with your completed roster, it's important to publish your roster. You can see how to publish rosters with Droppah here: Publish Rosters
Frequently Asked Questions
How does Droppah prioritise roster generation?
How does Droppah prioritise roster generation?
When loading a roster, Droppah will first consider the following hard constraints that must be met:
People can’t be rostered if they are not available (due to Time Off or their Weekly Availability set in their record)
Only one person can be assigned to a given roster entry
A single person can’t work overlapping shifts
Next, it will attempt to load the roster with the following priorities applied to preferences set throughout Droppah:
Highest priority: Preferred people in your roster plan, Maximum hours per week on employee records, Filling the roster as much as possible
High priority: Optimisation Category, which can be set via your Rostering Settings
Medium priority: Evenly distributing the shifts that get filled
Low priority: Maximum stint durations, Minimum stint gap tolerances (both of these are set via your Rostering Settings)
Why has my preferred person not been rostered for their shift?
Why has my preferred person not been rostered for their shift?
The most common reasons why Droppah hasn't rostered a preferred person from your Roster Plan onto their usual shift are as follows:
Being rostered on for that shift would substantially exceed their maximum preferred hours per week (inclusive of breaks), set on their employee record
Adding them to the shift would have prevented filling the entire roster
Adding them to the shift would have violated several lower priority constraints (see 'How does Droppah prioritise roster generation?'), that combined outweigh the benefit of them being rostered on for the shift
You can learn more about the reasons you may see in our Roster Warnings article.