How to use Roster Replacement

Roster Replacement helps roster managers quickly find and assign replacement personnel when a rostered employee becomes unavailable, such as due to sick leave. 

In this guide

• Replacing a shift

• Responding to replacement requests

• Managing replacement requests

• Helpful notes

Replacing a shift

1. Open the Rostering module.
    

2. Select the appropriate replacement leave code, such as Sick Leave, and the Replace paint tool.
   
   

   The Roster Replacement tool is only available for leave codes.
   
    

3. Select the shift or shifts that require a replacement.
   
   
   
    
4. Click Replace Shifts. 
   
   
   
    
5. A new window will open, where you can review the suggested replacement.
   
   
   
   Each person can be reviewed against factors such as schedule impact, Work Practice requirements, and Recency requirements. 
   
   Suggestions are prioritised based on:

• Schedule availability
• Work Practice compliance
• Recency compliance
   

6. Select one or more suitable personnel using the Select checkbox and press "Next" to proceed.
    You will be asked to confirm the decision, and will be taken to the Notification Replacement window.

 

 

Sending replacement notifications

1. Review the notification message that will be sent to the selected personnel and edit it if required.
   
   
   
   Drag and drop selection fields to the Email Body or SMS Text to use them.
   
    
2. Click the Send button to send the replacement requests.
   
   
   
   You can send requests to multiple potential replacements for the same shift. 

 

 

Responding to replacement requests

Each selected person receives an email or SMS containing a secure link.

Using the link, they can respond with either:

• Available
• Declined

Once a response has been submitted, it cannot be changed.

 

 

Managing replacement requests

You can monitor pending requests and responses from the roster at any time.

1. Click on Pending Replacements.
   
   
   
    
2. Review the status of each replacement request.
   
   
   
   Available statuses include: Available, Declined, Cancelled, Accepted 
   
    
3. Once a suitable replacement has been identified, select Accepted for the person you want to assign and click Resolve.
    
4. Click Finalize Resolved Replacements to finalise the process.
   

After the replacement is finalised:

• The original employee's shift is replaced with the selected leave code.
• The replacement employee receives the full shift, including its duties and notes.
• The replacement request is marked as Resolved.

Note: If roster publishing is enabled, publish the updated roster before the changes become visible to staff.

 

 

Helpful notes

• The system recommends replacement personnel based on schedule conflicts, Work Practice rules, and Recency requirements.

• Multiple replacement requests can be sent for the same shift.

• Pending replacement requests can be viewed and managed at any time through View Pending Replacements.

• If a shift is modified while replacement requests are still pending, the system will notify users so that existing responses can be reviewed against the updated shift details.