Frequently Asked Questions

Get answers to the most common Frequently Asked Questions (FAQs) around getting started with Rosterit. Just choose which topic your question relates to below:

General Questions

Get answers to general questions including pricing, support, offerings and integrations.

While Rosterit works for businesses large and small, it works best for hourly workforces that often have complex work scheduling needs such as varying or rotating shifts, multiple job roles and locations. Seasonal workforces that fluctuate in size work well also since Rosterit scales or shrinks easily as your company changes.

Illustration of clipboard with checkmarkSimple Scheduling:

Rosterit's Simple Scheduling features allow you to create rosters, assign jobs or tasks, and offer or swap shifts with the click of a button. Manage your rosters, schedule shifts, and communicate with your team online or via their mobile devices. 

Clock illustrationSmart Attendance:
Rosterit's Smart Attendance features give staff the ability to complete weekly timesheets, view their leave balances, and request time off. This allows managers oversight of staff work hours.  Rosterit gives you the flexibility to choose from multiple options for capturing employee work times, create multiple pay rates per employee, approve hours and pay, and calculate leave amounts. You can also specify different leave settings depending on how your business operates. Weekly timesheets can then be processed into your preferred payroll provider.

Through simple data import and export, Rosterit can feed information back and forth from your existing payroll provider. Rosterit integrates with the leading payroll providers, including IMS Payroll, Smart Payroll, iPayroll, MYOB, ACE Payroll, and Crystal Payroll.

Unfortunately we do not integrate with Xero Payroll at this time, however we integrate with Xero for sales forecasting.

 

Is your payroll provider not listed? Get in touch with us at support@rosterit.co.nz.

While Rosterit is designed to be self-service and basic support is provided around initial set-up and any troubleshooting, there is also an additional hourly training fee for anything above and beyond this, which is recommended but not compulsory. This includes training additional staff members or new personnel.

There is no limit on the number of employees you can invite and schedule using Rosterit, however costs are based on number of users.

If your business grows to have more Administrators or users, we’ll notify you and you’ll have the option to upgrade or pay for the additional licenses.

You can manage your current subscription from the Account & Billing section of your account. Explore add-ons, update your current subscription, and view your billing documentation all in one place.

Rosterit's knowledgeable Support Team is available to assist with customer support queries via email. We also have a robust Help Centre filled with Frequently Asked Questions and popular support information to browse or search through to help you get started.

Rosterit is a cloud-based software and is supported by all web browsers and mobile devices.

We use Amazon AWS to host and store the data for Rosterit, Amazon is a first class provider of data and web services, large companies from all over the world also trust Amazon with there data, these include Netflix, AirBNB, Expedia and Air New Zealand. We take backups of our data every 5 minutes, this means in the very unlikely event our systems go down we would be able to fully restore the system within a few minutes and only lose a maximum of 5 minutes of data.
 
All data you provide to Rosterit is stored securely on our servers and isn't shared with 3rd parties unless you specifically request this (E.g. exports to Payroll Providers). Sensitive information such as user passwords are stored using modern hashing algorithms, this means that not even Rosterit staff have access to your password.

User Access & Permissions

FAQs relating to accessing your account and setting up permissions for employees.

Administrators:
Each company should have at least one Administrator who manages the overall system. To get started, just visit go.rosterit.co.nz/login and log in to your account using the login details provided upon sign-up.

Users/Employees:

To get started, an Employee will first need to be added by the company’s Administrator. An invitation will automatically be sent once the following has been completed:

Email communication has been turned on in the Company Settings
The Employee page has been created 
The employee's email address has been populated, which will be used as their login username.

The employee will need to click on the link to login and set up their password. If they do not receive the link, they can reset your password by clicking on the ‘Forgot Password‘ button.

Forgot your password?
Just click the Forgot Your Password? link below the login button from the main Login page. Contact your company’s Administrator if you have any questions.

To reset your password, just click the Forgot Your Password? link below the login button from the main Login page. Contact your company's Administrator if you have any questions.

In order to issue logins for new staff, you will just need to create a new Employee within the Employees page, subject to having enough user allocations within your Subscription Plan. Once you have entered their email address, this will serve as the staff member's username. 
 
From there, the staff member can just click on the 'Forgot Password' button from the main Rosterit Login page, or alternatively you can create a default password for them by clicking on the Reset Password button within their Employee page.

Yes, Rosterit has different permission types, so you will just need to assign the Account Access Type for each employee to determine the level of access they have to make changes in Rosterit.

Account Access Types

  Administrator
Administrators have the highest access level and can access all aspects of the system. Administrators can be easily identified with a red star attached to their photo. We recommend having only one Administrator per company.

  Manager
Managers can manage shifts for departments and locations that they are a member of, but do not have access to the Administrator menu. Managers can be easily identified with a yellow star attached to their photo.

   Staff
Staff can see their own department shifts, swap shifts, and enter and view their own timesheets.

This issue is most likely caused by one of the following issues:

  1. Data is not formatted correctly. Ensure all information is spelled exactly how it is displayed in Rosterit and that the ID field is left blank.
  2. Your subscription plan only allows for a certain number of users. If you try to upload more users than you have permission for, this will cause this issue. You must upgrade your plan to add more employees.

If an employee is not showing up as an eligible candidate for a shift, make sure to:
1.   Check all of the attributes of the shift. Employees are filtered by Location, Department, Role and Skill. 
2.   Ensure that the employee has not been restricted from the shift. 
3.   Check the employee’s leave or unavailability.

If an employee is not showing up on the View Timesheet page, it is likely because the employees record has not been set up correctly. Please ensure that the employee’s primary location, primary department, supervisor, and pay period have all been populated.

Rosterit can cost based on the shift department, not the base department.
1. Go to the Time & Attendance tab under Company Settings.
2. Set up Job codes and attach these to your shift.

Access levels and permissions are configurable within Rosterit. You can set various access permissions levels to allow users to see the roster by just their own roster, their department/team, or the entire organisation.

You will just need to assign the Account Access Type for each employee to determine the level of access they have to view the roster.

Account Access Types

  Administrator
Administrators have the highest access level and can access all aspects of the system. Administrators can be easily identified with a red star attached to their photo. We recommend having only one Administrator per company.

  Manager
Managers can manage shifts for departments and locations that they are a member of, but do not have access to the Administrator menu. Managers can be easily identified with a yellow star attached to their photo.

   Staff
Staff can see their own department shifts, swap shifts, and enter and view their own timesheets.

Each column in the Employee Upload Template corresponds with each field on the Employee Settings page. For more information about what information to enter into the Employee Upload Template, hover over the "?" tooltip for each of the fields in the Employee page under Company Settings.

You can bulk download your employee data from Rosterit by clicking the Bulk Download Icon (next to the upload icon). This is particularly useful if you choose to update any fields, as you can then re-upload data to make the desired changes. 

Please see the above Employee Import Template Checklist to ensure you have followed all instructions. Not following the instructions properly will cause an error when uploading.

Yes, employees can view and clock in for shifts or jobs right from their smartphones or mobile devices using Rosterit's mobile web application. The app also allows them to easily view their schedule, pick up shifts, and review their Timesheets. Managers can also view their roster, see who is clocked in for shifts or jobs, and get mobile notifications remotely.

The most common problem around not being able to see the Roster page is that you have not set up and allocated Departments or Locations within the Employee settings. Please ensure you have added these to your employee profile by going to the Employees page and selecting the employee.

You most certainly can import additional fields at a later date - all you need to do is Export the data (click on the 'Export' button), update the additional information using that file (as opposed to a new template), and then re-upload that same file. 

Scheduling

FAQs relating to all things scheduling including editing, removing and reactivating shifts, offering shifts, managing unavailability, and finance & reporting.

To update a document:

  1. Find the shift you wish to update.
  2. Add the files you need.
  3. Click Update Shift Details 
 
This will only update the details of the shift, but not the users assigned.

To remove a shift from the roster, find the shift under View Shifts and select Make Inactive. Select the date you wish to make this shift inactive from. This will remove all shifts after this date.

To reactivate a previously expired or inactive shift, use the filters on the View Shifts page to filter out only inactive shifts. Find the shift you wish to reactivate. Update the start date on the shift, and click Reactivate. This shift will now show on the roster.

Find the shift from the View Shifts page Select the start date you wish to make these changes from. This will override any manual changes made on this shift from this date. Update any of the details of the shift, and then click Update Shift.

Viewing specific locations on the Roster can be done in two ways:

If you wish to set a default location for employees to view their shifts on the Roster page, this can be done by going into each Employee page and setting the Default Roster Locations under the Other Preferences section.

Just type in the location(s) you would like them to be able to see on the roster, and the roster will automatically default to those locations.

Anther way to view specific locations from the Roster page is by Filtering by Location on the Roster:

  1. Select the Filter button (highlighted in yellow below)
  2. Select the All Locations button
  3. Tick which locations you want to appear on the roster. 

Yes, Rosterit sends a message to managers when shift swaps have been accepted by default, however this setting can be turned off through the Company Settings page by turning off the toggle button.

To create additional shifts from an existing shift, simply go to the View Shifts page and find the shift you wish to replicate. Modify the date range to the range you wish to create new shifts, adjust any other variables (e.g. roles, times, etc.), and then click the Update Shift button. New shifts will populate based on the date range given.

To edit any details on a shift, ensure the date range is selected you wish to update for, make the desired changes then click the Update Shift button. Shifts within the date range will now be edited. 

*Note: if no shift was in the date range selected new shifts will populate.

To edit the times for a single shift instance, simply click into the shift instance and change the time for either the entire shift (which will update all roles times) or just an individual role or employee.

Yes, simply click on the publish roster button on the roster, however you would have to have at least one communication option turned on.

Yes, when you click make inactive select the date when this employee will finish.

You can click the Publish Roster button on the Roster page. This will notify all users based on your filter and will send them a list of shifts. The other option is once the roster is set, you could send a group message via the inbox to say the roster is up, so please check Rosterit.

1. Go to the Company Settings tab and click on Time & Attendance.
2. Add a Custom Allowance for 'On Call' (example below).
3. Go to the Shifts tab and select Create a New Shift.
4. Tick the box Allow overlapping shifts. This allows the employee(s) to be scheduled onto multiple shifts.
5. Tick the box for Custom Allowances 'ONCALL'
 
 
6. Select the employee(s) who you would like to be on call for the shift. 

There are only two scenarios that will close a shift offer:

1) When an offer is accepted.

 

2) When a shift instance is updated. Shift offers that are sent before the shift is fully updated can be overridden when the the update is run. This is often the case of sending offers too quickly. 

The process that runs in the background that updates the shift instances takes 30-180 seconds to run. If the shift instance is updated just after the offer was made, this will cause the offer to close just after it had been made. 
 
This will also be the case regarding shift swaps, if you update the base shift it will close previous offers.

Access levels and permissions are configurable within Rosterit. You can set various access permissions levels to allow users to see the roster by just their own roster, their department/team, or the entire organisation.

You will just need to assign the Account Access Type for each employee to determine the level of access they have to view the roster.

Account Access Types

  Administrator
Administrators have the highest access level and can access all aspects of the system. Administrators can be easily identified with a red star attached to their photo. We recommend having only one Administrator per company.

  Manager
Managers can manage shifts for departments and locations that they are a member of, but do not have access to the Administrator menu. Managers can be easily identified with a yellow star attached to their photo.

   Staff
Staff can see their own department shifts, swap shifts, and enter and view their own timesheets.

Rosterit can cater to multiple locations with staff working across multiple as well, with the option to assign a primary (home) location as well as secondary locations.

Time & Attendance

FAQs around filling out, approving, and exporting timesheets, using the remote Time Clock and Facial Recognition features, setting up pay periods, and calculating leave.

Firstly, your Administrator must enable you to have manual timesheets on your employee record. Once enabled, go to the Manual Timesheet page under the Time & Attendance menu, select the week you wish to view. All rostered times and leave should be pre populated. Adjust any times as necessary, click on any allowance you wish to add, and then click the Save Entries button.

If an employee is not showing up on the View Timesheet page, it is likely because the employees record has not been set up correctly. Please ensure that the employee’s primary location, primary department, supervisor, and pay period have all been populated. Contact your company's Administrator if you have any questions.

Through simple data import and export, Rosterit can feed information back and forth from your existing payroll provider. Rosterit integrates with the leading payroll providers, including IMS Payroll, Smart Payroll, iPayroll, MYOB, ACE Payroll, and Crystal Payroll.

Is your payroll provider not listed? Get in touch with us at support@rosterit.co.nz.

Unfortunately we do not integrate with Xero Payroll at this time, however we integrate with Xero for sales forecasting.

If an employee is not showing up on the View Timesheets page, this is most likely because the employee's record has not been set up correctly. Please ensure that the employee’s primary location, primary department, supervisor, and pay period have all been populated.

Rosterit can cost based on the shift department, not the base department.
1. Go to the Time & Attendance tab under Company Settings.
2. Set up Job codes and attach these to your shift.

To export timesheets to your preferred payroll provider, just go to the View Timesheets page, ensure all timesheets for that pay period have been approved, click on the ‘Export CSV’ button, select the period you wish to export, and click Export Timesheet.

(*Note: Any unapproved timesheets will not allow the export to occur.unless dont allow timesheet approval has been turned on in the company settings page)

To modify timesheet approval settings, go to Company Settings page, click on the Time & Attendance tab, and use the toggle to enable Require Timesheet Approval.

 Rosterit is flexible to allow different ways for employees to apply for annual leave. These types of leave are:

Standard Leave
Use this leave type if the employee works set days and times (e.g. 40 hours per week, 8.30am - 5.00pm, Monday to Friday). Just fill in the contracted hours, number of days, and which days the employee works.

For example, if John requests leave on a set day, he will be paid his normal hours (e.g. 8 hours).

Payout Leave
Use this type of leave to allow employees to select the number of hours leave they wish to be paid for over the period of leave.

For example, if Maia requests leave from Monday to Wednesday, she can opt to be paid for 10 hours of leave.

Historical Leave
Use this leave type for employees who work various hours each week. This type of leave works out the average hours an employee has worked over the past 4 weeks on the particular day of the week they have requested leave for. For this to work, you will need 4 weeks of approved timesheets first.

For example, Fetu works 6 hours, 8 hours, 4 hours, 8 and hours over the last 4 Thursdays. If Fetu submits leave for a Thursday, they will be paid for 6.5 hours of leave (26 hours / 4 days  = 6.5). 

Roster Leave
Use this type of leave to calculated the leave hours from the roster. Employees must be rostered on for the hours to pull through.

For example, Sarah is rostered on 10-1pm, so when she applies for leave on this day, she will be paid for 3 hours of leave.

Public holidays are paid based on the average historical staff work hours on that particular day over the previous three weeks (e.g. average hours worked on a Monday over the past three weeks). 

Sick Leave types are calculated in one of two ways:

Roster Leave
As per annual leave, this leave type calculates the leave hours from the roster. Note: employees must be rostered on for the hours to pull through.

For example, Ravi is rostered on 10-1pm, so when they apply for leave on this day, they will be paid for 3 hours of sick leave.

Fixed Leave
Use this type of leave when employees have fixed sick leave hours per day regardless of the number hours they are rostered on. You will also need to specify the number of hours.

For example, Cane has fixed sick leave of 8 hours, so when he applies for leave on a day where he is rostered on for 11 hours, the timesheet will default to 8 hours,

No, a pay period is set up once.

Rosterit deducts the lunch breaks from their work hours, however unfortunately it doesn't specify the exact time when an employee takes a break.

Always Pay
Use this type leave type if public holidays are always paid, whether they normally work or not. Set up the default hours and the days the public holiday applies

For example, if John is set up with 8 hours default and all weekdays are selected, he will be paid his 8 hours for any public holiday occuring on a weekday (or a day in lieu if worked) 

Historial
Use this type of leave to calculate the average hours worked over the prior 4 weeks for which day the public holiday occured i.e Monday .

For example, Fetu works 6 hours, 8 hours, 4 hours, 8 and hours over the last 4 Thursdays. Fetu would be paid (26 hours / 4 days  = 6.5). 

Never
Use this leave type to ignore public holidays

The GPS Time Clock uses the location service to determine if the employee is at the set location they are intended to work. Clock in and out via the GPS Time Clock by selecting Time & Attendance from the side menu bar and clicking GPS Time Clock. This feature allows staff to clock in easily via a centralised platform or their own mobile device based on proximity to their work location. 

The radius of the GPS location is 1 km. However if you have issues around this, you can also set up a GPS time clock via the IP Address of the network that you are using at your office location.

You can clock in/out of your shift with your mobile device (e.g. mobile phone) or at a computer, tablet, or kiosk located at your workplace.

To clock in and out of your shift, simply Login to Rosterit, navigate to the GPS Time Clock page, and click on the Clock In / Clock Out button.

(*Note: If you are having issues with your location of your work place, this maybe caused from your internet service provider as some desktops/laptops do not have a GPS built into these devices. An alternative is to add the IP address to the location, which can be done through the Departments & Locations page and clicking Edit Location.)

First, please ensure your location settings are on. If you're clocking in via a computer at your workplace, sometimes the internet service provider doesn't provide an accurate location. An alternative solution to this is to use the IP address.  You can find your IP address and enable location services by following the below instructions:

Allow IP address clock in - this is found under company settings> time & attandance 

then add IP address of the location - Go to Locations > select location > add IP address (first step must be completed first) 

The Biometric Facial Recognition Time Clock can show a "live status" of who is on-site and when they clocked in via the main Roster page without having to run a report by toggling the 'Display Clockin Notifications on Roster' option to ON in your Company Settings > Preferences.

Employee information will be matched up to payroll via our payroll export function via a Payroll ID as opposed to their name. The Payroll ID should be populated within the Employee page for each employee and should match the Payroll ID in your payroll system.

The only requirements for using Rosterit's Biometric Facial Recognition Time Clock on a mobile device or tablet is that it must have a webcam as well as an internet connection. Easy as!

Yes! Clocking in for your shift, logging breaks, and clocking out are all possible from the mobile app. 

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No, these are optional within Rosterit and are only used for reporting purposes

Yes, it's possible to load timesheets without using the roster, this can be done with the Manual Timesheets option (under Timesheet Source field within the Employee profile page) - this option means that employees can enter their own times and job they worked at manually as opposed to pulling from the roster or GPS time clock.

Yes, it can.

Communications

Get answers to questions around what communications tools are available within Rosterit and how they can support you and your team.

To reset your password, just click the Forgot Your Password? link below the login button from the main Login page.

Contact your company's Administrator if you have any questions.

In order to issue logins for new staff, you will just need to create a new Employee within the Employees page, subject to having enough user allocations within your Subscription Plan. Once you have entered their email address, this will serve as the staff member's username. 
 
From there, the staff member can just click on the 'Forgot Password' button from the main Rosterit Login page, or alternatively you can create a default password for them by clicking on the Reset Password button within their Employee page.

Follow the below instructions to access Rosterit’s web application on your phone or mobile device:

Chrome Browser:
To save the app on an Android phone, just go to www.go.rosterit.co.nz/login, click on the vertical elypses (three dots) to reveal more options, and then select Add to Home Screen

Safari (Apple) Browser:
To save the app on an Android phone, just go to www.go.rosterit.co.nz/login. At the bottom of the Safari browser, find and tap on the share icon on the menu bar – it looks like a box with an up arrow. From the list of share options, choose Add to Home Screen.

Rosterit comes with the added ability to send and receive real-time text, email and in-app notifications to communicate with staff online or via their mobile devices. Accept shift offers on the go via your mobile device or browser. Push notifications will only be available if they are enabled by your Rosterit administrator. If enabled, login to Rosterit on whichever device you would like push notifications to be sent through. When you first login, a pop-up window will appear asking if you would like to allow notifications to be sent. Just click Allow if you would like in-app push notifications to pop up on the device.

This image has an empty alt attribute; its file name is Rosterit-push-notifications-1024x856.png


To enable notifications on your phone, desktop or mobile device, just follow the below steps:

  1. The Administrator on your account must turn the in-app notifications on in your company settings.
  2. If enabled, login to Rosterit on your mobile phone or whichever device you would like push notifications to be sent through.
  3. When first logging in on your phone or mobile device for the first time, you will receive a pop up to allow notifications. Select Allow if you would like in-app push notifications to pop up on the device.
  4. Turn on your notification preferences under alert preferences on your settings page within Rosterit.

Finance & Reporting

FAQs relating to the various finance and reporting tools available within Rosterit.

Rosterit has standard reports which can be found by going to Finance & Reporting and clicking on Reports from the side menu bar, however please get in touch if you are looking for a specific / custom report.

To create a custom report not available within Rosterit, please contact the Support team to see how we can assist.

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