Staff roster and shifts

The Roster (under Team in the menu) is a week grid of your staff and their shifts at the current outlet. Managers and owners plan the week as drafts, fix any warnings, and publish it. Staff then see their own published shifts on My shifts and on their Overview page.

The staff roster, time clock and attendance are included in the Growth plan and above, and in the free trial. The Roster page is for owners and managers; My shifts is for everyone.

The Roster page at a glance

Team → Roster shows one week, Monday to Sunday, with one row per person who works at this outlet and the hours for each person and each day. Move between weeks with Previous week, Next week and This week.

Four cards sum up the week:

• Scheduled: total hours and number of shifts.
• Est. labour cost: hourly rate × scheduled hours. If it shows "Set hourly rates on the Staff page", add rates under Staff → ⋯ → Time clock PIN & pay rate.
• Drafts: shifts that are not visible to staff yet.
• Warnings: overlapping shifts or shifts over 12 hours.

Published shifts have a solid background; drafts have a dashed border and say "draft". Overnight shifts are marked "overnight".

How to add or edit a shift on the Roster

1. Tap an empty cell for that person and day. The Add shift dialog opens.
2. Check Staff and Day, then set Start and End.
3. Optionally add a Position (for example Waiter, Tandoor, Bar) and a Note, which the staff member can see.
4. Tap Add shift. You'll see "Shift added (draft until you publish)".

To change a shift, tap it, edit it in Edit shift and tap Save, or tap Delete to remove it. The dialog shows an estimated cost for the shift when the person has an hourly rate.

Overnight shifts: an end time earlier than the start (for example 6 pm to 2 am) runs past midnight. The dialog says "ends the next day", and the shift counts on the day it starts. A shift can't be longer than 24 hours, and it must end after it starts.

The Position is also used by the tips split when you weight tips by position (see Tips split and payroll).

Copy last week and publish the roster

A good routine is to publish next week's roster by Thursday.

1. On Team → Roster, go to next week with Next week.
2. Tap Copy last week. Last week's shifts are copied at the same times as drafts. Shifts that would clash with one already there, or that belong to people no longer on the team, are skipped, and AirQR tells you how many.
3. Change whatever is different this week.
4. Fix the warnings (see below).
5. Tap Publish (the button shows how many drafts, for example Publish 12 drafts). Staff can see the shifts straight away.

Tell your team the roster is out, for example on your staff WhatsApp group. Clear drafts deletes all unpublished shifts in the week; published shifts stay.

Changing a published shift: edits to a published shift stay published and show to the staff member at once, but AirQR doesn't notify them. Tell the person directly.

Roster warnings: overlaps and long shifts

AirQR saves these shifts but warns you:

• Overlaps another shift: the same person has two shifts at the same time, including a shift at another of your outlets ("Overlaps another shift for this person at …").
• Longer than 12 hours: double-check the times.

The Warnings card counts them, and the shifts are highlighted in the grid. Fix every warning before you publish.

My shifts: what staff see

Every team member with their own login can open Team → My shifts (and a My shifts card on their Overview) to see:

• Worked this week and Scheduled this week.
• Coming up: their published shifts for the next 14 days, across all your outlets. Draft shifts don't appear.
• My time (last 14 days): their clock-ins, breaks, and flags such as Forgot to clock out or Edited by manager. If something is wrong, ask a manager to correct it; every change is logged.
• Time clock PIN: set or change the PIN they use on the shared tablet (see Time clock and attendance).

PIN-only staff (added without an email) can't sign in, so they don't see My shifts. Share the published roster with them another way, for example on your staff WhatsApp group, or give them a login on the Staff page (see Staff, logins and roles).

Troubleshooting the roster

• A staff member can't see their shift: the week isn't published yet. Check the Drafts card and tap Publish.
• A person isn't on the roster: only people who work at the current outlet are listed. Check their outlets on the Staff page, or switch outlet. People added on the Staff page appear at once, with or without a login; deactivated people don't appear.
• "Last week has no shifts to copy.": the previous week is empty at this outlet. Add shifts by hand.
• "A shift can't be longer than 24 hours." or "The shift must end after it starts.": check the start and end times.
• Est. labour cost shows a dash: nobody on the roster has an hourly rate yet.
• Roster, Attendance or Tips split are missing or show a lock: the Staff shifts & attendance module is off, or not in your plan (Growth and above, or an add-on). See I can't see a page or a menu item.