The Roster module provides tailored access depending on your role in OrangeHRM. Here’s what each role can typically see:

• Administrator (Admin): Has full access to all locations, shift groups, and employees. Can perform all actions such as creating, editing, and publishing shifts across the organization.
• Head of Department (HOD): Can view the roster schedules for all employees within their department and its sub-units. They can see shifts but may have limited editing rights based on specific data permissions.
• Supervisor: Can view the roster schedules for their direct and indirect subordinates. 
• Shift Manager: A specialized role for managing specific shift groups. They can create, edit, and publish shifts only within their assigned shift groups, even for employees they don't directly supervise.
• Employee (ESS): Can only view their own published shifts in the weekly or monthly view.

Step 03 - Once you assign an employee the role of Shift Manager, a list of permissions will appear.

You can enable a permission by selecting the checkbox next to it. To disable a permission, deselect the checkbox. Then click on the "Save" button.

Step 04 - After you have created a roster, you can add a shift by clicking on any empty date cell.

This will open the "Add Shift" window. In this window, you must fill in the required information in the fields provided.

Step 05 - In the "Employee Name" field, start typing the name of the employee.

A dropdown list will appear with matching results. Select the employees from this list to assign them to the shift.

Step 06 - The date for this shift is automatically set to the specific day you are adding the shift.

Step 07 - Use the dropdown menu to select the location where you want to create and manage this roster.

Step 08 - Click on the "Shift Start Time" dropdown to select a start time for the shift. Then, click on the "Shift End Time" dropdown to select an end time.

Step 09 - To add a break, click the "Add Break" button. Then, select the Break Start Time and Break End Time from the dropdowns that appear.

If you need to remove the break, simply click the "Remove Break" button.

Step 10 - Click the "Add Recurrence" button. A dropdown will appear where you can set the shift to repeat for the same employees.

You can set it to recur for this week, next week, and up to 8 weeks.

To cancel the repeating schedule, simply click the "Remove Recurrence" button.

Step 11 - After you select which weeks the shift should repeat in, you must then select the specific days of the week for the recurrence.

Click on the days you want the shift to repeat. Once selected, the days will be highlighted in green.

Step 12 - Once you have filled in all the shift details, you can add a note for the employees in the "Shift Note" field. Finally, click the "Save" button to create the shift.

Step 13 - You can easily add more employees to an existing shift.

Simply click and hold an employee's name from the list on the left, then drag and drop them onto the shift in the schedule.

Note: You can also create shifts without immediately assigning an employee. This is useful for planning.

• Click on a cell, set the shift times and details, but leave the Employee field empty.
• You can assign an employee later by dragging them onto the unassigned (white) shift.

Step 14 - The shifts have been successfully created and are now visible under the Emergency Department schedule.

Note: An overnight shift is any shift where the End Time is on the next calendar day after the Start Time. The system automatically detects this and marks the shift for easy identification.

Step 15 - Click the "Publish Shifts" button.

A pop-up window will appear with a list of locations. Select the desired locations from this list, then click the "Save" button to confirm.

Step 16 - You are about to publish the shifts. On this screen, you can manage how employees are notified:

• Send Individual Schedules: When this box is checked, each employee will receive a notification containing only their personal schedule.
• The example shift "03:00 PM - 09:00 PM" is shown, indicating the schedule that will be sent.

To complete the action, click the "Publish" button. 

Step 17 - Once published each employees assigned to the shift will get an email.

Notifying employees when you publish a new shifts

When you publish, you can choose to notify only employees with new or changed shifts. A shift that an employee was removed from is not counted as changed, because that employee already received an email when they were removed (see the next section). An employee is still notified if any of their other shifts in the period are new or changed.

Employees will receive emails when shifts are published. Shows On Call next to each shift that is flagged On Call.

Emails to employees removed from a published shift

An employee is emailed straight away when they are removed from a published shift. You do not need to publish again. This happens when you:

• replace the employee with someone else
• unassign the employee from the shift
• delete the shift, including with Delete All Shifts

Note: No email is sent when the shift was not published.

Note: One action sends one email per employee. If Delete All Shifts removes an employee from several shifts, they are listed in the same email. Separate actions send separate emails.

Note: Moving a shift to another day or shift type by drag and drop does not send this email, because the employee is still assigned. Accepted shift swaps do not send this email either.