Roster Flow help
Step by step guides with a screenshot of each screen, written against Roster Flow as it is today. Find the task, then follow the steps with the app open beside you.
Getting started
Set up the business, add your people and publish a first week.
- Create your account and set up the businessSign up for Roster Flow, work through setup (payroll, importing and inviting your team) or skip it, and find your way around the dashboard.Owners and managers · 2 minute read
- Add venues and set where staff clock inAdd each place people work, pin it on the map and choose how far away still counts as on site, so the location check at clock in measures the right spot.Owners and managers · 2 minute read
- Set your business details, pay week and jobsChange the business name and ABN, set the timezone, the day the payroll week starts and the pay cycle, and keep the list of jobs people are rostered as.Owners and managers · 1 minute read
Rosters
Build, copy, cost and publish the week.
- Create your first rosterAdd shifts and breaks, repeat a shift across days and people, copy last week, and move shifts by dragging, with the cost of the week adding up as you go.Owners and managers · 2 minute read
- Publish the roster and change it afterwardsPublish a week so your team is told and clock in unlocks, what Published with unpublished changes means, and what staff hear when a shift moves.Owners and managers · 1 minute read
- Set the staffing you need and offer open shiftsSay how many people each day needs, see where the week is short, offer hours to the people free to work them, and record a no-show from the dashboard.Owners and managers · 2 minute read
- Set pay rates and see what a week costsAdd a base rate or salary for each person, set weekend and public holiday loadings once payroll is connected, and read the estimated cost of a roster.Owners and managers · 1 minute read
Your team
Invite people, set their access and keep their details current.
- Add and invite your teamAdd a person, choose their access, send the invite and check it arrived, copy the link by hand, resend an expired one, or set a password for them.Owners and managers · 2 minute read
- Access levels, and when someone leavesWhat owners, managers and employees can each do, how to limit managers to their own venues, and how to deactivate or reactivate somebody who leaves.Owners and managers · 1 minute read
Staff app and clocking in
What staff see on their phones, and how a clock in is checked.
- Clock in and out on the staff appClock in at the start of a shift, take breaks, clock out, and fix hours that went wrong with a correction request, all from Roster Flow on your phone.Staff · 2 minute read
- Choose how staff clock inSet early clock in, shift reminders and late start alerts, turn on location and photo checks, and decide what happens when somebody clocks in away from a venue.Owners and managers · 2 minute read
- Set availability, ask for time off and swap shiftsTell your manager when you can work, ask for leave or part of a day off, and ask a workmate to take a shift, all from the staff app on your phone.Staff · 1 minute read
Timesheets
Review the hours, fix what is missing and approve the week.
- Approve timesheets and fix what needs a decisionReview a week of hours against the roster, clear missing clock-outs, early starts and correction requests, then approve one timesheet or every ready one.Owners and managers · 1 minute read
- Work through the inboxFind every clocking problem, correction, leave request and swap in one list, filter it by kind, person, venue or dates, and decide without opening each screen.Owners and managers · 1 minute read
Payroll
Connect Xero and send the approved hours.
Leave, availability and swaps
Requests from staff, and how to answer them.
Reports
Hours, cost and attendance for any period.
Settings and account
Business details, venues, billing and your own sign in.
- Billing, plans and the free planSee who counts towards your plan, what happens at the free limit of 5 people, and how the owner starts or cancels a subscription from Settings, under Billing.Owners and managers · 1 minute read
- Sign in, reset a password and keep the account safeSign in, reset a forgotten password, change it, turn on two-step sign-in with an authenticator app, and sign out of other devices, for managers and staff.Everyone · 1 minute read
- Notification emails and the audit trailChoose which emails Roster Flow sends you, and use the audit trail to see who changed what and when, filtered by person, event and dates or exported as CSV.Owners and managers · 1 minute read
Questions about getting started
Where should I start with Roster Flow?
Start with Getting started: create the account, add your venues, invite your team and build the first roster. The guides after that follow the order a business meets them, and quote each button as it appears on the screen.
Can I roster people before they accept their invite?
Yes. You can roster somebody before they accept. They are invited by email and set their own password, and nothing else is asked of them.
What does a staff member see after accepting an invite?
Their own screen, with Home, Roster, Timesheets, Time off and More. From there they see their own shifts, clock in and out, and ask for leave, swaps or corrections.
How do I get help with something the guides do not cover?
Send the question through the contact page with what you were trying to do and the screen you were on, and the answer comes back in writing by email.