Glossary

Many of the key phases on the site can be customised as needed to suit your workplace. Below is a list of the terms this guide will use and what they mean.

Staff Member

An individual account on the site. This grants the user access to their shifts, training, events and much more. Individuals can have different levels of access to the site (allowed to see/do different things) and also have access to one or more venues. Common alternatives: crew, colleagues.

Venues

These are single locations within your business group. They might be shops; coffee stalls, night clubs or nurseries. Each outlet’s rota is managed separately. Staff have access to one or more venue; granting them access allows them to work at that venue. Staff also have a “home” venue which allows staff to be grouped into teams easily. Common alternatives: outlets, departments, branches, locations, rooms.

Teams

These are sub-groups of staff. They can combine different venues together. It is used for team building primarily; it does not affect rotas or any other part of the staff management.

You can be assigned to multiple teams and you can also now define who is a team leader per team. This will come under existing members and allow you to select who is the team leader. There is also the option to have multiple leaders within a team. When creating a new team, you are also able to add an entire staff team into another team.

Common alternatives: squad, group, troop, division.

Roles

This is how staff are selected for certain shifts; a role comes with a requirement on the job the staff member will be performing for that shift. Different roles can also be paid different hourly rates.

A staff member can only work a shift if they have been assigned the same role. A duty manager shift can only be worked by a staff member that has been added to the Duty Manager role.

Common alternatives: skills, group, type.

Levels

A level is the access a staff member has on the site. This dictates what they can see and what they can’t on the site. Normally the levels of access mirror your internal levels of seniority within your workplace; staff, team leader, duty manager, venue manager, chief executive.

Covershifts

These are simple shifts available for cover; they might be unassigned (extra shifts) or they might be a request from a staff member to cover.

Extra Shifts

These are shifts that staff members can take via Available Shifts in their menu. Only staff with the same role as the shift and with access to the venue the shift is taking place at will be able to take the shift. It will also prevent them from taking a shift that breaches hour limits or working in two places at the same time.

Additional restrictions can be applied using Shift Ranges and Venue Settings.

Offered Shifts

These are extra shifts that staff can offer to work but managers make the final decision on who will work each one.

This is useful for certain situations but we do recommend using roles correctly so that extra shifts can be used most of the time. Offered shifts are manager-intensive and thus limit some of the efficiency savings you can make.

Unassigned Shifts

These are empty shifts ready to be assigned by a manager. These cannot be taken by staff themselves and must be manually assigned to staff.