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Shifts & roster

What it does

Section titled “What it does”

Shifts & roster is where you say what your hotel’s shifts actually are, and then plan who works them. A shift has its own start and end time, a break, and the hours it pays. The roster is a grid: people down the side, days across the top. You set a repeating week once and change only the days that differ.

Everything else about people reads this. Attendance judges a day against the shift that was planned for it, leave does not spend a day on a weekly off, and payroll counts the days from there.

Who can use it

Section titled “Who can use it”

Managers and Admins (owners).

Where to find it

Section titled “Where to find it”

Shifts & roster in the rail, under People.

How to add a shift

Section titled “How to add a shift”
  1. Click Add a shift.
  2. Enter the Name your team already uses, like Morning or Night.
  3. Enter Starts and Ends.
  4. If the shift finishes the next morning, put the end time in anyway. An end time at or before the start rolls past midnight on its own, so a night shift needs nothing extra.
  5. Enter the Break in minutes, and the Hours it pays if that is not the same as the hours it runs.
  6. Click Save.

Four shifts are already there the first time you open the page: Morning, Evening, Night and Day. Change them, rename them, or switch off the ones you do not use.

How to set somebody’s repeating week

Section titled “How to set somebody’s repeating week”
  1. Open Roster.
  2. Find the person’s row and click Set pattern under their name. If they already have one the button says Pattern.
  3. For each day, Monday to Sunday, choose a shift, or leave it as Day off. The dialog opens on the week they already work.
  4. Change Starts on if the pattern begins on another day. Earlier days keep the pattern they had.
  5. Click Save pattern.

Days you have changed one by one stay as they are. A shift has to exist first: add it under Shifts further down the same page.

How to change one day

Section titled “How to change one day”
  1. Find the person’s row and click the day.
  2. Under Change this day, pick a Shift, or Day off.
  3. Add a reason in Why (optional) if it helps.
  4. Click Save.

This changes that one day only. The weekly pattern behind it is not touched. Changing a day that was already changed replaces the earlier change.

How to swap two people

Section titled “How to swap two people”
  1. Click the day on one person’s row.
  2. Click Swap with someone.
  3. Pick the other person in Swap with. The page tells you who takes which shift.
  4. Click Swap.

Each of them takes the other’s shift for that day.

How to look at a week, a month or a year

Section titled “How to look at a week, a month or a year”

Use Week, Month and Year above the grid. It is the same roster at three sizes. On a phone the days become a list instead of a grid.

Tips & good to know

Section titled “Tips & good to know”
  • A week runs Monday to Sunday, so a weekend is never split across two screens.
  • A day with nothing planned says Unplanned, which is deliberately not Off: nobody has decided that day yet.
  • A public holiday shows its own name in the cell.
  • If a department is short of people on a day, the day says so above the grid.
  • Somebody with a recorded exit stops being planned after their last working day, so you see the gap before it happens.

Troubleshooting

Section titled “Troubleshooting”
  • “Shifts & roster” is not in the rail → Your hotel does not have this switched on. Ask Upstay.
  • The pattern saved but a day did not change → That day has a change of its own, which always wins. Click the day and set it again.
Section titled “Related features”