Creating Rosters

Rosters organize shifts into time windows for a specific location. Supervisors and above can create and manage roster windows and the shifts within them.

:::info See also If you are looking for the Calendar view from the app nav, see Staff Calendar — a read-friendly timeline of published shifts across your team. :::

Creating a Roster Window

A roster window defines the date range you are scheduling for.

1. Navigate to the Roster page from the main menu.
2. Click New Window.
3. Fill in the required fields:

Field	Description
Location	The location this roster covers
Start date	First day of the roster period
End date	Last day of the roster period

4. Click Create. The window is created in Draft status.

Adding Shifts

Once you have a roster window, you can start adding shifts.

1. Open the roster window.
2. Click New Shift.
3. Fill in the shift details:

Field	Required	Description
Employee	No	The assigned employee. Leave blank to create an open shift.
Date	Yes	The date of the shift
Start time	Yes	When the shift begins
End time	Yes	When the shift ends
Break (minutes)	Yes	Length of the unpaid break
Day Type	Yes	The type of day (see table below)
Department	No	Department for the shift (used for color-coding in the calendar)
Training	No	Toggle on if this is a training shift. Training hours are excluded from overtime calculation per TES section 16.
Notes	No	Free-text notes visible to the employee and other supervisors

4. Click Save to add the shift.

Day Types

Each shift has a day type that determines how the day is treated for payroll and compliance purposes.

Code	Name	Description
NORMAL	Normal	A regular work shift
V	Weekly rest day	Viikkolepo -- the mandatory weekly rest day
X	Additional free day	An extra day off beyond the weekly rest day
AP	Holiday compensation day	Arkipyha -- compensation for a public holiday
TS	Balancing leave	Tasoittumisvapaa -- leave used to balance hours within the equalization period

View Modes

The toolbar toggle switches between three views:

• Week Grid (default) — one ISO week at a time, with prev/next navigation. Best for editing.
• Calendar — month view of the whole window. Best for visual overview.
• Whole Period — all days of the window (14 or 21) in a single grid. Best for review and printing.

The selected view lives in the URL (?view=calendar or ?view=period) so it's shareable but not persisted across visits.

Whole Period View

Whole Period renders every day of the window side by side. A heavier vertical line marks the boundary between weeks so the eye can find them at a glance.

• The Wk h (weekly hours) column is hidden in this view — it has no meaning when every week is visible. The Period h column stays.
• The prev/next-week navigator is hidden. Use the view toggle to return to Week Grid.
• All editing behaviors (drag-and-drop, click-to-open, clipboard paste, templates) work the same way as in Week Grid.

Printing a Whole Period

Toggle to Whole Period, then click Print (or Cmd/Ctrl-P). Print output is tuned for A4 landscape with a compact 9pt font, narrow day columns, and the week-boundary marker preserved.

• 2-week windows fit A4 landscape cleanly on a single page.
• 3-week windows may exceed A4 landscape width. In that case the browser's scale-to-fit option in the print dialog handles it, or use a larger paper size like A3.

Editing Shifts

• Click any shift to open it for editing.
• Drag and drop a shift to reassign it to a different employee or move it to a different date.
• If the roster window is already published, you must provide a reason for any changes. This reason is recorded in the audit log and visible to the affected employee.

Planned allowances

Once a shift is saved, the shift drawer surfaces a Planned allowances section near the bottom (right under Tasks). Use it to pre-attach allowances that should apply when the employee clocks in — for example, a recurring "Forest yoga" bonus on the weekly Saturday shift.

• Pick an allowance, optionally type a note (e.g. "Group A"), Save.
• Multiple rows with distinct notes are allowed and stay as separate payslip lines.
• On clock-in, each planned row materialises onto the resulting worklog with the current allowance rate (rate changes between planning and execution are picked up — the plan-time snapshot remains as audit history).
• Cancelling the shift cascade-deletes the planned rows.

The section appears only on saved shifts (create-and-save first, then re-open to add planned allowances). Add/delete require the parent payroll period to be open; see Allowances & Premiums for the full payroll behaviour.

Hour Totals

The grid shows two sticky columns to the left of the day columns, so you can track scheduled hours while you plan:

• Wk h — net hours the employee is scheduled for in the visible ISO week.
• Period h — net hours for the whole roster window, displayed against the employee's contract: e.g. 54.5 / 80 h. Employees without a contracted period (seasonal, zero-hour) show only the scheduled hours (e.g. 20 h).

Net hours are planned end − planned start − break minutes. Cancelled shifts, open shifts, and cross-location ghost shifts do not contribute to these totals — they reflect only the hours you've committed for this location.

If the period total exceeds the contract, the cell tints amber. This is a planning aid, not a block: you can still save, publish, and assign. TES-compliance violations still run server-side and appear in the warning bar at the top of the grid.

Cross-Location Shifts

When employees work at multiple locations, the roster grid shows ghost shifts from other locations as faded, dashed-border chips in each cell. This helps you see at a glance where an employee is already scheduled when planning across locations.

• Ghost shifts display the time range and location name.
• They are read-only — you cannot click, edit, or drag them.
• Both draft and published shifts from other locations are shown.
• Ghost shifts appear for every employee assigned to this location, even before they have a shift in the current window — so cross-location conflicts are visible from the moment you open a fresh draft.

This is especially useful when a manager oversees multiple parks and needs to coordinate shared employees.

Compliance Checks

The system automatically validates shifts as you add or edit them. If a shift would cause a violation (such as exceeding overtime limits or insufficient rest between shifts), you will see a warning. See Compliance Warnings for the full list of checks.