This article covers how an Owner, Admin, Manager or Assistant can create a roster template with unfilled shifts to be filled with different staff members each week.


Please note this functionality is only available from the ClubsHR web app.



Templates are a fantastic way to save time and avoid rostering mistakes weekly. Having the shifts already in place with the start and finish times takes the thinking out of the weekly task of creating a roster. 


We recommend adding the positions for the full time / permanent part-time staff that work the same shifts every week, then you can add in what we call ghost shifts. A ghost shift is a shift position you have created without assigning a person to work it yet. You can create these positions on the roster and even save them in your templates. These positions must be filled or deleted before a roster can be published.

                                                                                                                                                           

1. Click the + button to start creating a shift

                               

To add a ghost shift to the roster, click on the plus button in the middle of the timeline to bring up the select position window.



2. Leave position unfilled

                               

Click on the position you want to create the shift for. Then instead of clicking select employee, click the ‘leave unfilled’ button in the bottom left-hand corner of the popup window.



3. Edit ghost shift

                               

The ghost shift will land on the timeline where you can adjust the hours as per usual.



4. Save template

                               

Once you have created your roster with shifts filled with staff members or left as ghost shifts, you can click the ‘save as template button in the bottom right corner.




5. How to fill a ghost shift

                               

To fill the Ghost shifts with staff members, simply click the ? in the middle of the shift, and it will take you to the select employee page, which is still using ClubsHR’s perfect match algorithm. Click from the available staff showing up as available (green). Once all the ghost shifts are filled, you will be able to publish the roster. NOTE: If you have forgotten to fill a ghost shift when you click to publish, the system will warn you and prompt you to fill the shift or delete it.


Further Reading

How to create a roster template?

How to save a roster as draft?

How can I copy shifts from a day to another?