Roster
Roster
1. Requirements
Before using the Roster feature, you must ensure your ERPNext system has the below settings. These are required for proper attendance and shift management:
Shift Type: This informs you about the type of shift it is, the start and end times, the break times, and so on.
Shift Assignment: This assigns a particular employee a shift on a particular date or set of dates.
The Roster can display accurate and detailed shift planning information without omitting any significant information by outlining these components in advance.
2. The Way to the Roster
- You can also access the Roster by entering a URL. Simply append /hr/roster onto the end of your site's address. If your site's URL is https://frappeio.frappe.cloud, you can access your Roster directly by going to https://frappeio.frappe.cloud/hr/roster. This approach is particularly useful in accessing things quickly without having to navigate menus.
3. Traits
3.1 How to View the Calendar
The Roster's stunning Calendar View displays employees plotted against each day of the selected month, along with their planned schedules, authorized leaves, and public holidays.
This visual tool allows Managers and HR Staff to immediately identify gaps in coverage, conflicting shifts, or scheduling conflicts. Should action be needed, they can quickly respond.
3.2 Searching and Filtering
The search field is actually very effective, so it is very easy to search for employees based on name, employee ID, or any other significant data.
You can also utilize the entire filtering capabilities to limit the roster view by Company, Department, Branch, Designation, and Shift Type.
Together with these search and filtering functionalities, it is a lot simpler to handle large teams, particularly for businesses with multiple outlets or complex working patterns.
3.3 Changes
Pressing the plus (+) button on any cell of the roster grid will allow you to create a new shift for the selected employee on the selected date.
There are two general methods of creating shifts in the Roster:
Normal Shifts: When creating a normal shift, you create one shift assignment for the date or dates you select. Up until one week's worth of shifts are automatically logged as regular.
If you need to make a shift regular but it takes more than a week, you must manually select all the appropriate days in the Repeat On Days area within Schedule Settings.
This ensures the shift will not be identified as a regular routine. You can create shifts to recur if they are longer than a week and need to adhere to a specified schedule. That is, selecting specific days in the "Repeat On Days" column and entering the "Frequency" field (bi-weekly or weekly, for instance). Next, ERPNext will create a new shift schedule or select one that currently exists that will suit your requirements. Next, a Shift Schedule Assignment associates this schedule with the worker so that future shifts are created and completed automatically, with no assistance required by anyone.
3.4 Viewing and Editing Shifts
In order to view all the information regarding a shift, such as the times, the place, and the kind of shift, double-click on the shift record. This will bring up a full-view display.
You can modify any of these facts as necessary to keep staff and attendance records current. Click Update in order to have the system instantly update with the changes.
3.5 Taking Shifts Away
When you delete a shift in ERPNext, you can choose from three options:
*Shift for [Date]: This only deletes the shift for the date you chose. This makes a new shift assignment if needed or replaces the one that is already there.
All Consecutive Shifts: This removes all shift assignments for days that are next to each other.
Shift Schedule Assignment: This removes all shift assignments for the affected time frame by removing the complete Shift Schedule Assignment and all Shift Assignments that are associated with it.
This multi-step deletion control prevents significant scheduling data from being inadvertently deleted.
3.6 Shifts that Change and Move
You are able to easily transfer shifts to another employee or date using the drag-and-drop functionality in the roster.
If you drag one shift over another, ERPNext will swap them for you. This is more convenient and quicker in terms of adjusting your schedule.
This feature allows you to easily reschedule shifts without needing to open and edit every one individually.
