Within Discover, administrators are able to create the rosters for their team ahead of time and make edits to the day as changes occur. This ensures that centres can provide their teams members with their rostered shifts and also hold a digital record which informs reporting for RS7 Funding periods and MOE standards.

There are 4 different options in which a roster can be created. For this guide, we will focus on Roster Sheet.

How to navigate the Roster Sheet:

1. Day/Date selector: Using this calendar, admins can easily navigate to the particular day to add/edit/update or view their roster.

2. Group View Selector: This option enables administrators the ability to view the roster for a particular room/group of staff. Please note these staff will need to be assigned to the group through their staff profile.

3. Roster menu

	Add Staff Members: by selecting this menu option, administrators will be able to add additional team members to their roster enabling them to add tasks for that particular day/date. Admins will press on the blue + next to a staff members name to add them.
	Mark as Public Holiday: By selecting this menu item, administrators are able to mark all staff as on a Public Holiday. Please note: Once implemented, this action cannot be reversed.
	Full Screen Mode: This menu option will move the roster to consume the full screen of the device the administrator is using.
	Column View: This menu item allows the administrator to toggle between a large or small column view for their roster. Small: Large:
	Rostered Teachers: Toggling this feature on, administrators will be able to see if they have met the required number of teachers on the roster. Green is meeting, Red is not meeting. Required Teachers: Shows the number of Registered teachers required and rostered, vs any unregistered teachers rostered.
	Application of Rule 44A: Applying regulation 44A to this day, allowing you to use any spare teaching capacity in your under 2's to your total staffing in certain circumstances only. Please see the ministry handbook for more information about when you can/can not apply this rule.
	Roster Locking / Unlocking: Locking/Unlocking the roster is a way for admins to control historic data to ensure no changes are accidentally made. Once the roster has been completed for a service and any amendments have been actioned within the system.  Please note: Rosters should only be locked for historic data only, not for any future dates. This mitigates any risk that rosters could be changed for any RS7 funding periods. The lock ensures the rostered times are saved. Clock in/out times entered on the tablet by staff will not adjust the locked times
	Roster Lock/Unlock Log: This menu item will enable administrators the ability to view a log of Lock State Changed By Changed On
	Times in Cell: This menu item enables administrators to view the task times within the cells.
	Ratio Widget: This menu item enable the ratio widget to appear alongside the Roster Sheet.
	Reorder Roster: This menu item enables administrators to reorder the staff within the roster offering the opportunity to view their holistic roster in a way that is meaningful to them.

4. Registered Staff Percentage: This number will increase based on the rostering meeting the registered staff percentage required based on the child bookings for that day.

5. Staff Members: This shows the names of the Staff Members rostered. Directly underneath their name, administrators have a quick view to their qualifications.

Red: This team member has expired qualifications and requires to update or provide evidence to the admin team who can then update within the Discover platform.

Yellow: This staff member has qualifications that are due to expire soon. 

Blue: This team member is either unqualified or holds qualifications within Discover that are not expired or due to expire within the next 4weeks.

By selecting on the arrow directly underneath the Staff Members name, administrators will have the following options:

6. Understanding the Ministry and Room Ratio Requirements: administrators can hover their mouse to the area with time increments. Colours will depend on their ratio, as per below:

Green - if your roster meets the Ministry and room ratio.

Orange - if your roster meets the Ministry ratio for funding purposes, but out of ratio in a particular room. *For Discover to be able to count how many staff are in a particular room you need to assign a specific room to specific tasks.

Red - if your roster meets the Ministry ratio and don't have enough staff  at a given time.

7. Extend to Midnight: This will extend the roster view to midnight allowing for inputting of after hours tasks.

1. The roster will show all dates in the current week, but will be set to the current date. Select another date within the week, or if necessary, click the calendar to select a date further ahead.

2. Locate the cell corresponding to your staff member, and the time they will begin their shift.
3. Click the drop-down arrow in this cell and select a shift type from the list.

4. If you need to change the shift type throughout the day(for breaks, non-contact time etc), click the drop down next to the time of the change, and select an alternative.
5. To end a shift, select the blank or 'Finished' option from the dropdown at the time the shift is due to end.

If a staff member does not appear in the roster, click the green Person+ sign at the top of the sheet.

This toolbar in this section offers various toggles to adjust the appearance of the roster, including filtering staff by their Groups.
Additionally, you will be able to apply public holidays and regulation 44A to days, and lock the roster from here.**

Add/Edit/Delete Shifts and Tasks

To assign tasks/ shifts, administrators will navigate as follows:

1. Login to Discover
2. Along the menu to the left hand side, select Staff Roster
3. Navigating the menu across the top of the screen, select Roster Sheet
4. Administrators can type task titles into the field to add to staff members. Alternately they can use the arrow drop down to select the task.

To Edit

Administrators can edit an assigned task by selecting the arrow at the time they wish to edit and select a new task. Alternately the admin can delete and this will remove the task from the time select moving forward.

To Delete / Create Gaps

Administrators will select on the task and press delete to remove.

Creating a gap during the day

Scenario: A staff member who works in the morning goes home and comes back later for a meeting.

Action: You can fill out the entire time then use the delete key to create a gap in the roster where they are not working.

Quick Tips

• While you can use the mouse for these screens, the spreadsheet options (quick entry and spreadsheet entry) are optimised for keyboard entry.  The entry fields that look like spreadsheets behave like spreadsheets and you can use the arrows to navigate around them, as well as control-c and control-v to copy and paste information from one cell to another. On an Apple device that might be apple-c and apple-v for copy and paste.
• As you type tasks and press enter (type the first few letters, you do not need to type the whole task name), Discover will fill the task automatically down until the end of the day (or until the 'Finished' task, whichever is found first).  You can type over this task at a given point in time to fill it down using another task.  Finally, you can press the delete key on your keyboard to delete a roster entry.
• Copy from Excel. You can also copy and paste data in from excel spreadsheets directly into Discover as long as you match the format and task names on the spreadsheet entry tab.