How to Version and Publish Rosters

This article explains how to version and publish rosters, allowing you to save a snapshot of a roster at a specific point in time and share it with personnel. 

Note: For Publishing your roster please ensure that Roster Publishing is turned on on your site.  This setting is found here: 
 

1. Site Setup
2. Roster Setup
3. Edit
4. Click Enable Roster Publishing - Click Save.

Versioning & Publishing - What is the difference?

• Versioning helps track changes, maintain an audit trail, and ensure the crew are notified when updates are made; however, if Publishing has been turned on, the crew will not be able to view these changes in their Roster until the Roster has been Published.
• Publishing a roster version makes it the official, visible version for the selected period.

1. Select Operations 

2. Roster. The Roster screen is displayed in a new window.

   

3. Expand the Base.

4. Click Unpublish / Version, this will then open the Version Roster dialog box.

 5. The Version dropdown lets you choose which saved version of the roster to view or publish.

• Current State – the live, editable roster you are working on now.

• Published Versions – previously saved and published rosters versions.

6. Start Date & End Date of Roster period. 

7. If you are still working on the Roster and you would like to save a Version, use this option.

8. If you are happy with the roster and would like to publish it, click Publish. 

If you are happy with with your created Roster, please skip to Step 10 Otherwise, continue on with Step 6.

6. If you choose to create a Version, add Version number. a version name in the text box. You can enter text and/or numerical characters.

7. Click OK. 

8. You will now be prompted to notify personnel who are directly and indirectly affected by the new version. Click Send Notifications to notify the personnel about the version change. If you do not wish to notify personnel about the version change, click Don't Send Notifications.

A	Select the required communication method for each person or click None if you do not wish to notify them of the change.
B	Select any additional personnel who require email notification of the roster change from the Select Additional Personnel drop-down list and click Add.

9. The version name is displayed for the selected version period. If you now wish to Publish your Roster, click Unpublished shown in red text.

10. Publishing your roster, you can choose between the Current State or the Versioned State.

• Current state shows all recent changes.

• Versioned state shows the saved Version. If you choose this option you will be asked if you wish to Roll Back if there have been changes made to the roster that are unsaved.

11. Click Publish.

12. Give your Roster a Publication Version. 

13. Click OK.

14. You will now be prompted to notify personnel who are directly and indirectly affected by the new version. Click Send Notifications to notify the personnel about the version change. If you do not wish to notify personnel about the version change, click Don't Send Notifications.

15. Once published you will see this displayed like this in the calendar area:

FAQ: Publishing Rosters and Notifications
Does clicking Publish immediately publish the roster?	Yes. As soon as you click Publish, the roster is published immediately.
What is the notification window that appears after publishing?	The notification window is a separate, optional step that only controls whether notifications are sent.
What happens if I choose Send notifications?	Notifications are sent using the selected methods.
What happens if I choose Don’t send notifications or close the window?	No notifications are sent. Closing the window is treated the same as selecting Don’t send notifications.
Does closing the notification window stop the roster from being published?	No. The roster has already been published once Publish is selected.
How do I save my work without publishing the roster?	Use the Version option. This saves your work without publishing. If a notification window appears, it can be ignored, no publishing occurs when using Version.

If you have any questions on Rostering, please email us at [e-mail]