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 users access to their shifts, training, events, and 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, nightclubs or nurseries. Each outlet’s rota is managed separately. Staff have access to one or more venues; granting them access allows them to work at that venue. Staff also have a “home” venue, allowing staff to be easily grouped into teams. Common alternatives: outlets, departments, branches, locations, rooms.

Teams

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

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

Common alternatives: squad, group, troop, division.

Skills (Formerly Roles)

This is how staff are selected for certain shifts; each skill has a requirement for the job the staff member will perform for that shift. Different skills can also be paid at different hourly rates.

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

Common alternatives: skills, group, type.

Levels

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

Cover Shifts

These are simple shifts available for cover; they might be unassigned (extra shifts) or 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 skill as the shift and access to the venue where the shift is taking place 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 decide who will work for each one.

This is useful for certain situations, but we recommend using skills 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.