Roster & shifts

For branch managers and shift supervisors. Roster & shifts (/staff/roster, shifts.view) plans who works when; each shift then runs its day — opened, handed over, closed and signed off — with its own report.

Shift templates

Templates tab (shifts.roster): a template is a shift that repeats — name, start and end (it may cross midnight), unpaid break minutes, the days of the week it runs, a colour, and the positions it needs (for example 1 branch manager, 1 cashier, 2 waiters, 1 bartender, 2 baristas, 1 head chef, 1 baker). Deactivate a template to stop generating it.

The week

The Week tab shows one branch and one week (the arrows move a week; the branch picker changes branch). Each day lists its shifts with their times, status and — for shifts from a template — what is still missing (“Waiter 1/2”), or All 9 places filled. The cards at the top: shifts, people rostered, planned hours, places to fill and shifts not published.

• Fill from templates adds the template shifts the week does not have yet (running it twice adds nothing).
• Copy last week puts the same people on the same shifts; anyone on approved leave, suspended or no longer at the branch is skipped, and the warnings are listed.
• Add a shift for a one-off (a private party, a stock take).
• Assign on a shift lists the people of the branch — those in the positions the shift still needs first (Needed), then the others — with their hours this week against their contract. Someone on approved leave, already on an overlapping shift (at any branch — At Entebbe) or suspended cannot be assigned. A rest day, less than 8 hours’ rest between shifts, a week over 48 hours or leave waiting for a decision are warned about after the assignment. The × takes someone off a shift that has not started.
• Publish week tells everyone rostered their shifts (a notification) and shows the shifts on their My time & leave. Until then the week is a Draft only managers see.

A trading shift

Open a shift from its card on the roster. The page shows where the shift is — Scheduled → Open → Closed, waiting for sign-off → Signed off — and its report: live while open, frozen at the close.

Open shift (shifts.open — supervisors and managers): you become the manager on duty, with an opening note (fridges, gas, float). Drawers already open at the branch join the shift, and so does every drawer opened while it runs.

Hand over (manager to manager): notes for the incoming manager, who takes over by entering their staff number and PIN (they must be allowed to open shifts); the open tables and orders and the cash position at that moment are kept with the hand-over, and the incoming manager becomes the manager on duty.

Close shift (shifts.close●): Before closing lists what is left — drawers still open (count and close them, or hand them over), variances waiting for a decision (these block the close), orders still open (they carry over to the next shift with a reason), staff still clocked in (they can clock out after). The report is then frozen with the shift.

Sign off: when a drawer’s variance needed approval, the shift waits for a supervisor other than the one who closed it — someone with the permission signs off from the page; the closer can only get another supervisor to sign with their staff number and PIN.

The shift report

• Net sales (net of VAT and discounts, before service charge), bills, covers, average bill, tips taken and paid out, cash variance (short and over).
• Tenders by method with their tips; discounts, refunds, voids after sending, floats put in. Catering functions settled during the shift are in the tenders and the drawers but shown apart from the floor’s sales and averages.
• Cash drawers: each drawer’s float, expected cash (so far while open), count and variance, and whether it was handed over.
• Staff on the shift: clocked in and out, hours worked (so far for those still in), lateness, overtime, on leave, absent; hours worked in total, sales per labour hour and — for employees.pay only — the labour cost (hourly and daily rates as paid; salaries over the contracted hours).