Rostering, ratios and timesheets

This article covers the staff pages under Dashboard → Staff: the Staff list itself, the Roster, the Staffing Ratios page, and the Timesheet.

Assigning staff to locations

Only Admins can open the main Dashboard → Staff assignment page. The Roster is a separate Manager-accessible page under the Staff section. The assignment page lists every staff assignment across your locations, with summary cards for total staff, locations and a breakdown by position. You can search by name, email or phone, and filter by position, location or employment type. The table view is the default; switch to the card view to manage each person's roster, availability, qualifications and leave.

A staff assignment links a team member to a location with a position and pay details:

1. Go to Dashboard → Staff.
2. Click Assign Staff.
3. Select the team member and the location.
4. Choose their position — Manager, Attendant, Trainer or Groomer (Attendant is the default).
5. Optionally enter an hourly rate in AUD. This drives the staffing-cost figures on the Staffing Ratios page.
6. Click Assign Staff.

Assigning someone as staff doesn't change their organisation role — those are separate concepts, covered in Team roles and permissions.

To end an assignment, open the person's card and click the trash icon, then confirm. This removes them from that location only — they remain a member of your organisation.

Availability, leave and qualifications

Each staff card also lets you record:

• Employment type — Full-time, Part-time or Casual (or leave it not set).
• Last-minute available — a switch that flags people happy to cover shifts at short notice.
• Availability — the days of the week and time ranges they can work.
• Roster — individual shifts with a date, start and end time, and optional notes.
• Leave — date ranges with a type and an optional reason.
• Qualifications — a name, issuer, expiry date and an optional supporting document.

Qualifications with an expiry date are tracked automatically: anything already expired, or expiring within the next 30 days, appears under Certification Alerts on the Staffing Ratios page with an Expired or Expiring soon badge.

The Roster page

Go to Dashboard → Staff → Roster (Managers and above). The roster is a week grid — one row per person, grouped by location, one column per day — where you plan who works when. Days are computed in the location's own timezone; when the location filter is set to All locations, column headers use your organisation's default timezone and each location group is labelled with its timezone.

Use the Week / Fortnight toggle to switch between one and two weeks, and the location filter to focus on one facility.

Each cell shows that person's shift for the day as a chip with the start and end times. Click a cell to add a shift, or click an existing chip to edit or delete it. Cells also show overlays:

• Leave — the cell is greyed out when the day falls inside an approved leave period.
• Unavailable — the cell is hatched when the person's recorded availability says they don't work that day of the week.
• Conflict warning — a shift that lands on a leave day or outside the person's usual availability is flagged, so you can fix it before it causes problems on the day.

With a single location selected, a Demand row appears above the grid. For each day it shows the booked pets (bookings with a Confirmed, Checked-in, Pending or Awaiting payment status — the same definition as the Staffing Ratios page) and a badge with rostered vs required staff, coloured green, amber or red. Required staff comes from your organisation's staff-to-pet ratio, shown in the row label (for example 1:10). A non-zero roster below the required level may hold new online bookings for manual review. If no staff are rostered, the staffing gate is not active and bookings are not held; the roster shows this exception beside the red badge. If you don't have a location selected, the demand row is hidden — filter to a location to see it.

Two bulk actions save re-typing:

• Copy last week — duplicates the previous week's shifts into the current view. Shifts that already exist are skipped, so running it twice is safe.
• New shifts — create the same shift (start and end times, optional notes) for one or more people across a range of dates in one go.

Below the grid, the Pen coverage strip shows, per day, how many spaces have a staff member assigned (for example 3/5 pens covered) and names any spaces missing coverage. Click a day to jump straight to that date's day view in the Scheduler.

Creating, editing or deleting an individual shift close to its date may trigger the location's shift-change notice rule — you'll see a warning, and the affected staff member is sent an SMS alert. Bulk creation and Copy last week do not send per-shift SMS alerts or show per-shift notice warnings.

The Staffing Ratios page

Go to Dashboard → Staff → Staffing Ratios (Admins only). It shows the current week, Monday to Sunday.

Four summary cards sit across the top:

• Avg Dogs:Staff Ratio — the average ratio across days that have staff rostered.
• Total Rostered Hours — summed from shift start and end times.
• Weekly Staffing Cost — rostered hours multiplied by each person's hourly rate.
• Cert Alerts — expired and expiring qualification counts, or All clear.

The Daily Staffing Ratios table shows, for each day: booked dogs (bookings with a Confirmed, Checked-in, Pending or Awaiting payment status), required staff, rostered staff, the actual ratio, and the day's staffing cost.

• Required staff is the day's booked dogs divided by your organisation's staff-to-pet ratio, rounded up. Your facility sets this ratio — if it isn't configured, the column shows a dash and no understaffing check applies.
• When fewer staff are rostered than required, the rostered cell shows a red X of Y needed badge.
• The ratio badge turns red whenever the day's ratio runs over 10:1.

Below that, the Staff Cost Breakdown table lists each rostered person's hours and cost for the week, with a total row. Costs come from rostered hours times hourly rate, so staff without an hourly rate still count toward hours but contribute nothing to the cost figure.

Timesheets

Everyone on the team can open Dashboard → Staff → Timesheet; what you see depends on your role.

• Staff see Track your working hours with their own time entries from the last 30 days.
• Admins see View and approve staff time entries — the whole team's entries for the last 30 days, with staff names shown and the ability to approve entries.

Clocking in and out:

1. Go to Dashboard → Staff → Timesheet.
2. Use the Time Clock card to clock in when your shift starts. The clock appears once you have a staff assignment at a location.
3. While you're clocked in, the card shows your clock-in time. Clock out when your shift ends.

Exporting (Admins only):

1. On the Timesheet page, click Export.
2. Choose Export CSV or Export Excel (XLSX).
3. The file downloads straight away, covering the last 30 days and named with the date range.

What's next?

• Team roles and permissions — org roles, inviting members, and how they differ from staff records.