Roster & timesheets
Build the week's roster, publish it to control online bookings, and turn worked hours into timesheets, approved pay and a payroll export.
What you can do here
- Build a roster by clicking, dragging and resizing shifts, then save when it's right
- Publish a week so clients can only book people during their published shifts
- Copy last week or apply a saved template instead of starting from scratch
- Timesheets fill themselves in from published shifts once they've started
- Approve a pay period to lock it in, or reopen it to make changes
- Export a CSV for payroll, with pay item codes and each person's payroll ID
What's on this screen
Building the roster
The grid is your team down the side and the days of the week across the top — Week or Fortnight. Click an empty cell to add a shift; it starts with that person's usual hours from Availability, ready to adjust. Drag a shift to move it, to another day or another person; drag its edge to make it longer or shorter; click it to edit the start and finish times, mark it as ending the next day, add an unpaid break or a note, or remove it. Nothing is saved as you go — you're staging changes, and Save writes the whole week at once. Two shifts that overlap for the same person show in red and block the save, so you'll always notice before it's too late.
Copy previous week and templates
Copy previous week brings last week's shifts in as a starting point when the pattern barely changes. Templates go further: save this week's roster as a named template, then apply it to any future week in one click — the way to set up a recurring pattern once and reuse it.
Publishing a week
Publish week locks that week's shifts in as the ones clients can book against. Once published, a client can only book a team member during their published shifts that week — anyone with no shift on a given day simply can't be booked that day. A week you haven't published yet still falls back to each person's usual hours from Availability, so bookings keep working while you're still deciding the roster. A banner reminds you when this week is published but next week isn't, so a week never goes live for bookings by accident of being forgotten.
My roster
Team members with View access to Roster see a read-only 'My roster' — just their own published shifts, not the whole team's. They can't build or publish from here; that needs Full access.
How timesheets fill in
Timesheets are grouped into pay periods, set up under Settings → Pay & rostering (weekly, fortnightly or monthly, with a first period date and which day the week starts). An entry is created automatically for each published shift once it has actually started — nothing appears ahead of time, and an unpublished shift never becomes an entry. The rostered shift shows as a faint ghost bar behind the real entry, so you can see straight away when someone worked more, less, or different hours than planned.
Editing entries and leave
Drag or resize an entry's actual start and finish the same way you would a roster shift, over the ghost bar underneath. Add leave for a day someone didn't work — annual, sick, public holiday not worked, or other — and it's costed alongside worked time in the same pay breakdown.
The pay breakdown
Per person, the breakdown splits base pay, penalty rates, overtime, leave and allowances, worked out from their award, level and pay rate. Warnings call out anything that needs a look before you approve — no pay rate set, no award assigned, or a shift too short to make sense — and each one needs to be acknowledged before the period can be approved.
Approve and reopen
Approve locks the period so entries can't be changed, and records the pay lines behind that period's export. Reopen undoes it — it deletes those pay lines so you can fix an entry and approve again. Use Reopen rather than editing after the fact; an approved period's figures should always match what was exported.
Exporting for payroll
Export ▾ offers two CSVs: Detailed, with one row per pay line (person, date, hours, pay item and amount), and Summary, with one row per pay item — the totals most payroll software wants to import. Both carry the pay item codes and each person's payroll employee ID from their Pay tab, so the file lines up with your payroll system's own categories without manual re-mapping.
Awards, pay rates and public holidays
Settings → Pay & rostering is where the pay side lives: public holidays for your state (remove any that don't apply, or add your own), and awards — start from a template (Hair & Beauty, General Retail, Fitness) or build one from blank, with levels, penalty rates, overtime tiers and allowances. Treat the template rates as a starting point and check them against Fair Work before relying on them. Each team member's own pay sits on Team → the person → Pay: their award, level, employment type, an hourly override if their rate differs from the award, allowances, and their payroll employee ID for exports.
Permissions and plan
Roster and Timesheets & pay are separate areas under Settings → User permissions. Full on Roster can build and publish; View sees only their own shifts. Full on Timesheets & pay can edit entries, approve, see wages and awards, and export; View sees only their own hours. Both are paid-plan features — on a downgrade everything becomes read-only, though timesheets can still be exported.