Audience: Unit Coordinators and Unit Managers
Key Competencies: Login to RosterCoster.com, log your availability for shifts, log availability for another staff member, log and replace a 'sick leave' shift.
PART 1: Login to RosterCoster.com, log your availability for shifts
STEP 1: Open your web browser
For example, clicking a link that looks like this:
STEP 2: Visit www.rostercoster.com
By typing the text ‘www.RosterCoster.com’ in the address bar as shown below:
STEP 3: Enter your login name and password
Enter your login name and password in the top right hand corner of the screen as shown below:
STEP 4: Log your availability for a shift into the ‘shift grid’ displayed
Example: If you want to log into the ‘shift grid’ below that you are available for work all day on Tuesday, 16 October 2008, you will need to ‘paint’ a shift by:
Using the left button of your mouse, click down, hold and drag your way across the shift between the times that you are available, according to the 24hour system i.e.: 700 hours and 1900 hours (or 7.00am and 7.00pm).
STEP 5: A ‘dialogue box' appears on the screen every time you paint a line. This is to confirm the availability details that you just painted.
The following pop-up appears on your screen. It contains, among other things, the start and finish times of the shift you just painted.
In the above example, the attempt to paint a shift from 7:00 AM to 7:00 PM has been slightly unsuccessful, and we’ve painted all the way to 8:15 PM instead. To amend this, type 7:00 over the top of 8:15, or simply click on the little clock diagram to the right of this text.
The rest of the dialogue box was not displayed above, but looks like the following:
Depending on the version of the tool you have logged into, you may be able to see all or only some of the items displayed above. However the only items you are able to adjust are as follows:
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Type: Select ‘Unavailable’ or ‘Available’ (you will notice that you get a chance at this point to signal whether you are willing to work a night shift)
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Notes: You can type in details of your unavailability (for example, “unavailable due to wedding”), but please note other people will be able to access the information, so keep it professional.
Once you are happy with everything in the pop-up, press Apply/Close.
STEP 6: Confirm your personal details
Use the following menu item near the top of the screen to change your password to something more convenient, and to confirm personal details such as your phone numbers.
Important: don't forget to press SAVE after you have finished changing your password or your personal details!
Please note that when you click into any of the above ‘User Options’, you will be taken to a different screen to confirm your personal details. To return to your ‘shift grid’, simply select ‘My Roster’ as shown below.
STEP 7: Get Help (if you need it)
Help menu item at the top of your screen or if you are experiencing some difficulties, then call/email your local contact as seen on the home page at www.rostercoster.com.
STEP 8: Log Off
There are a number of ways to do this, but the easiest way is to press the ‘X’ in the top right hand corner of the screen, as shown below:
PART 2: Log availability for another staff member/log and replace a 'sick leave' shift.
STEP 1: Login to www.RosterCoster.com
The default screen that appears on your screen looks like the following:
STEP 2: Go to the 'Availability' Screen
Click 'Availability' at the top of the screen as shown below:
After a few seconds, your screen should look like the following:
Please note that the only significant difference between this screen and the previous screen is that you can now see ALL staff names attached to your unit
If no staff names appear (on the left of screen), try selecting your area from the membership dropdown box.
STEP 3: Log availability for a staff member other than yourself
Example: Staff member J. Dalton (see above) has just rung you and has asked you to put in her availability for work between 7:00 AM and 7:00 PM on Thursday, 23 October 2008.
Using the left button of your mouse, ‘paint’ a shift between (approximately) 7:00 AM and 7:00 PM against J. Dalton under the heading 'Thu 23/10', as shown below:
Confirm the details of the availability in the dialogue box that appears as soon as you finish painting as follows:
Press Apply/Close, after which the software will respond to your entry in two ways:
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J. Dalton's name will go to the top of the list, ready for being selected for shifts; and
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The painted line will turn BLUE, for available
STEP 4: Log a staff member in as 'sick'
Example: After completing the availability for J Dalton (previous example), staff member B. Beake, who has been rostered on shift (appears as a WHITE line as shown below) rings you, and tells you that he is sick, and cannot do that shift.
Click on the shift with your mouse to bring up the now familiar dialogue box (see below). Under the heading 'Type', choose 'OFF Unfilled - Leave: Sick', as shown below:
Click Apply/Close. The shift will now change from WHITE to YELLOW, as shown below.
*Please note that you can only ring people who are AVAILABLE. In the above example, the only person who is available is J. Dalton.
STEP 5: Replace Sick Leave Shift
Using the mouse, hover over J. Dalton's name as to bring up her phone details.
Ring J. Dalton to offer the available shift. You may wish to hover over that shift to check the exact start and finish times, as shown below:
If the staff member accepts the shift, click on J. Dalton's BLUE LINE and change her 'Type' from AVAILABLE to 'ON - Casual'.
Please Note: if the staff member is not available for the shift, change the 'Type' from AVAILABLE to UNAVAILABLE. Also once the shift has been covered, B. Beake's 'Type' will need to be changed to avoid the shift being filled again.
Click on B. Beake's YELLOW line and change his 'Type' from 'OFF Unfilled: Leave - Sick' to 'OFF Filled: Leave - Sick'.
STEP 6: LOG OFF
There are a number of ways to do this, but the easiest way is to press the ‘X’ in the top right hand corner of the screen, as shown below:
COLOR LEGEND
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A BLUE line means that a staff member is AVAILABLE
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A BLACK line means that a staff is UNAVAILABLE
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A WHITE line means that a staff member must turn up for duty
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A YELLOW line means 'Off Unfilled...' FILL THIS SHIFT NOW*
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A GREY line means 'Off Filled...'