Managing and Editing Past Rosters in RosterElf

This comprehensive guide covers everything you need to know about managing and editing past rosters in RosterElf. Whether you need to adjust published shifts that have already occurred, delete past shifts without clock-in-out data, edit an unpublished (draft) shift, or add an unrostered past shift for accurate payroll, you’ll find the relevant information here.

1. Editing Past Published Shifts

RosterElf allows Admins and Managers to adjust the details of published shifts in the past. While you can modify information such as shift times or roles, note that you cannot change the rostered staff for a past published shift. Follow these steps to edit a published shift that has already occurred:

1.1 Access the Roster View

1.1.1 Go to the top menu and select Roster.

1.2 Select the Shift

1.2.1 Hover over the published shift you want to edit.

1.2.2 Click on View Shifts to open the shift details.

1.3 Edit Shift Details

1.3.1 In the pop-up window, modify any relevant shift details as required (start time, end time, roles, etc.).

1.3.2 Click Save to apply your changes.

2. Deleting Past Shifts

You can only delete a past published shift if it has no clock-in-out data. This restriction is in place to maintain data accuracy and integrity. Follow these steps to remove a published past shift without clock-in-out data:

2.1 Check Clock-In-Out Data

2.1.1 Open the shift details from Roster.

2.1.2 If the shift includes clock-in-out data, it cannot be deleted.

2.2 Delete the Shift

2.2.1 If no clock-in-out data is present, click Delete at the bottom left of the pop-up menu.

3. Editing Past Draft Shifts

If a shift from a past date has not been published, it remains in draft status. You can edit and publish these past draft shifts without any notifications going out to employees.

3.1 Open the Roster View

3.1.1 Go to the top menu in RosterElf and select Roster.

3.2 Select the Draft Shift

3.2.1 Locate the draft shift in the roster view (unpublished shift).

3.2.2 Hover over the draft shift you want to edit and select View Shifts.

3.3 Edit and Publish the Shift

3.3.1 In the pop-up menu, update the relevant shift details as needed (time, role, etc.).

3.3.2 Once your changes are complete, select Mark as Published to finalise and save the shift.

4. Adding Past Unrostered Shifts

Sometimes employees may work shifts outside their scheduled roster. Adding these unrostered shifts in RosterElf ensures all hours are captured accurately for payroll. Here’s how to do it:

4.1 How to Add Unrostered Shifts

4.1.1 Click on the Add shift option at the bottom left of the screen.

4.1.2 Follow the prompts to enter shift details (employee name, shift duration, date).

4.1.3 Once all details are entered, click Add to payroll to save.

Frequently Asked Questions

1. Can I change the rostered staff on a past published shift?
No. RosterElf does not allow you to change the rostered staff on a shift that has already been published. You can only adjust shift details like start/end times or roles.

2. Why can’t I delete a past shift?
If the shift has clock-in-out data, RosterElf prevents deletion to maintain accurate records. Only past shifts without any recorded clock-in-out data can be deleted.

3. Do employees get notified about changes to past shifts?
No. Employees are not notified of changes made to shifts that occurred in the past, whether those shifts were draft or published.

4. How do I edit a shift that is still in draft form for a past date?
Access the Roster view, locate the unpublished (draft) shift, edit its details, then select Mark as Published.

5. Why should I add unrostered shifts?
Adding unrostered shifts ensures payroll data is accurate, capturing any extra hours worked outside the original schedule.