Rostering: Locking vs Confirmation

Roster Locking and Roster Confirmation are two features within your Discover > Rostering system that seem quite similar but are actually to be used quite differently. 

Locking / Unlocking Rosters

Locking/Unlocking the roster is a way for admins to control historic data to ensure no changes are accidentally made. This feature can be used when 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.

To lock the roster, admins should navigate as follows:

1. Navigate to Staff Roster
2. Select Roster Sheet
3. Navigate to the date to be locked
4. Along the menu bar, press the padlock icon

5. Select Yes to lock the roster

6. The roster will appear greyed out and the padlock will be open.

To unlock the Staff Roster, navigate as follows:

1. Navigate to Staff Roster
2. Select Roster Sheet
3. Navigate to the date to be locked
4. Along the menu bar, press the open padlock icon

5. Select Yes to unlock the roster

6. The roster will appear open and editing enabled. The padlock will be closed again.

• The ability for your staff to confirm their hours for a day remains the same and is handled by the Roster permissions on the Staff Profile.

• The top lock icon is only visible to Centre Administrators or Group/Chain Administrators.

• Once locked, the button is hidden from Centre Administrators and can only be unlocked with Group/Chain permissions. If the centre is not part of a Group or Chain, Centre Administrators will still be able to unlock the roster.

• An audit log of locks/unlocks will also be visible.

Automatic Locking

Discover allows you to lock your roster automatically after a certain time period.

Navigate to Centre Settings > Centre Details tab > Roster Settings.
Here, next to 'Roster Locking Grace Period', you will be able to set a time period of 3, 5, 10, 15 or 20 days. Setting a time here will mean your roster will be locked for 100 days prior to the date of the setting being toggled on, minus the number of days specified.
For example, setting the grace period to 5 days means that overnight, the roster will automatically lock 100 days prior, except for the previous 5 working days, which will still be able to be edited.
Each night, Discover will lock the next day, so that ongoing, you will always have the 5 previous days unlocked.
Unlocking the roster will remain the same, per the steps above.

Confirm / Unconfirm Shifts

Confirming / Unconfirming shifts is a great way to ensure staff have access to their upcoming schedule and based on the permissions set in their Staff Profile, team members can confirm their hours worked or update their hours digitally.

Please note: Staff will be able to confirm shifts up to two weeks in the past and for current day. They wont be able to make changes to anything into the future. 

Confirm/Unconfirm is no substitution for staff signing the Weekly Staff Hours Details Sign Off Report.

To send shift notifications to Staff and give them access to confirm and unconfirm their shifts, please navigate to:

1. Reports
2. Staff Reports
3. Email Staff Rosters

4. If the admin team would like to have Staff Confirm/Unconfirm their shifts, they will need to select 'Include a link for Staff to Correct & Confirm their Rosters' before sending the email.

Staff Confirming Hours

Once staff members receive their roster, it will look as follows:

By selecting Confirm, team members will be directed to the following page:

If staff are needing to make changes to their shift, they can select 'Update Staff hours'

They will be directed to a page similar to this:

By pressing 'Add', staff are able to add the variation to their shift. 

By pressing 'X' next to the role, they can remove incorrect data.

Once completed the Staff member can select 'Save' to save the data and 'Confirm' to complete.

Once confirmed, the shift will lock in the Staff Roster on the services Discover platform.

Admins Confirming/Unconfirming Hours

Admins are able to Confirm/Unconfirm shifts for staff as follows:

1. Staff Roster
2. Roster Sheet
3. Navigate to the date
4. Find the staff member
5. In the drop down, under the staff members name, the admin can select Confirm Hours or Unconfirm Hours

Please note: Once a staff members shift is locked, no further edits will be able to be made. To edit a confirmed shift, admins will be required to unconfirm.

Note: Confirming Shifts is seperate to locking the roster, it is expected that pressing the lock/unlock will not effect confirmed shifts.