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 locationsCopy Anchor Link

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, qualifications and leave. Position, pay, employment type and availability are shown on the card but changed on the person's details page: click View details above their card.

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.

Changing position, pay and employment typeCopy Anchor Link

Position, hourly rate and employment type are changed deliberately, not from the staff list. Open the person's details page (click View details above their card) and click Edit role and pay:

• Position and hourly rate apply to that location only, so someone can be a Manager at one site and an Attendant at another.
• Employment type — Full-time, Part-time or Casual (or not set) — applies to the person across every location they work at. Changing it at one location changes it everywhere.

Click Review changes to see each change before it's saved, then Confirm changes. Every change is recorded in the audit log with its old and new value.

When you assign someone to another location, the new assignment takes the employment type they already have. If a person's locations have different employment types (from before this rule), they're listed under Employment types to review at the top of the Staff page, and the staff table shows Needs review in their Employment column. Until you choose, they don't match any employment-type filter. Nothing is changed automatically: choose the value to keep and click Apply to all locations.

Availability, leave and qualificationsCopy Anchor Link

Each staff card lets you record:

• 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.

Two settings are shown on the card and changed on the person's details page, because they apply to that location until someone changes them:

• Last-minute available — a switch that flags people happy to cover shifts at short notice. Admins change it, and every change is recorded in the audit log. It is a note for your managers, not the person's agreement to receive call-in offers: only staff can opt themselves in to those (see Staffing call-ins).
• Availability — the days of the week and time ranges they can work.

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 pageCopy Anchor Link

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 pageCopy Anchor Link

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.

TimesheetsCopy Anchor Link

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.

Staffing call-insCopy Anchor Link

Staffing call-ins let Wagday offer a last-minute shift to staff when a day is short of staff but still has room under your maximum capacity. While a booking waits, the customer's card is reserved, not charged. If a staff member accepts, the shift goes on the roster and the bookings it covers are confirmed. If nobody does, the booking is declined and the reservation is released.

Wagday does not make a facility award-compliant. Awards differ, and many facilities use more than one. Wagday supplies the guardrails — minimum shift length, notice period, opt-in list, cost threshold — and your facility sets them to match its own award.

Setting up call-ins (Admins)Copy Anchor Link

1. Open Facilities → Locations in the sidebar and select the location.
2. In the Staffing call-ins card, enter your Minimum shift in minutes. This is your award's minimum engagement, and no offer will ever be shorter.
3. Enter your Offer threshold in dollars, excluding GST. A shift is only offered when the bookings waiting on that day's staffing together bring in at least this much, excluding GST. Set it to your cost of the shift to break even, or higher for a margin.
4. Check the Time to accept for each lead time. The defaults are 4 hours for bookings more than 7 days away, 2 hours for 2 to 7 days away, and 30 minutes within 48 hours. Each can be between 30 minutes and 24 hours.
5. Under Required qualifications, list any qualification a call-in needs, one exact name per line, matching the qualification names on your staff records. Leave it blank if none is required.
6. Switch on Offer call-in shifts and click Save call-in settings.

Call-ins are off until you switch them on, and they can't be switched on until both the minimum shift and the threshold are set. Every change is recorded in the audit log.

A few rules don't change, whatever you set:

• A call-in never raises your maximum capacity. If the day is full, no offer is made.
• The bookings waiting on a day are counted together. One booking below the threshold triggers nothing; if more arrive and together they clear it, the offer covers all of them that fit.
• Same-day bookings never get an offer.
• Offers go out only while the facility is open. A booking made after closing waits for its offer until the facility next opens.
• Every offer closes at least 24 hours before the booking starts.

The card also shows how many staff at the location have opted in.

While a booking waitsCopy Anchor Link

A booking is waiting on a call-in when it's held because the day is short of staff, at a location with call-ins switched on, and it starts more than 24 hours away.

• Its own answer-by time. Each waiting booking gets a specific time the customer will know by, for example "You'll know by 4:15 pm on Tuesday 14 October". It's the time to accept that the booking's lead time earns, counted from when an offer could first go out, and never later than 24 hours before the booking starts. The customer sees it before they reserve, and again in their email. If the facility is closed, they're also told when it opens and starts confirming.
• Reserved, not taken. Instead of charging, checkout reserves the amount owing on the customer's card. Nothing is charged unless a staff member takes the shift and the booking is confirmed. Card reservations need a Stripe account; with Square, nothing is charged while the booking waits.
• If its answer-by time passes before an accepted shift covers it, the booking is declined and the reservation is released. This includes a day that never clears the threshold. Money already taken is refunded in full, with no cancellation fee. A charge Wagday can't release on its own is listed under Call-ins needing review on the Billing page for a person to refund.
• Nothing is left waiting within 24 hours of the booking's start.

Offers to staffCopy Anchor Link

When the waiting bookings justify a shift, Wagday sends the offer once, by email and as an in-app notification, to each staff member who:

• works at the location and has opted in to call-ins there;
• has availability recorded for that weekday at the location (no availability entered counts as unavailable);
• isn't on leave that day and isn't already on the roster;
• holds every required qualification, recorded on their staff record and not expired on the day.

Staff accept from the Call-in shifts on offer card on their Timesheet page. The first person to accept takes the shift, and the offer closes for everyone else. One person can take only one call-in shift per day.

Accepting puts a real shift on the roster. It starts when the earliest covered booking starts and runs to the latest covered booking's end or your minimum shift, whichever is longer. The shift covers only the bookings the extra person can take under your staff-to-pet ratio and maximum capacity. Any others keep their own answer-by time: a later offer can still cover them, and they're listed under Call-ins needing review. If a booking has no clear shift time, for example a stay that runs past midnight, Wagday doesn't guess, and it goes to Call-ins needing review instead.

Once accepted, the shift stands. If a booking it covers later cancels, the shift stays on the roster.

Opting in (staff)Copy Anchor Link

Call-ins are opt-in. Only you can choose to receive them, and no one else can opt you in.

1. Go to Dashboard → Staff → Timesheet.
2. In the Call-in shifts card, switch on Offer me call-in shifts for each location where you're happy to be offered extra shifts.

You can switch it off at any time. Offers you're sent appear in the Call-in shifts on offer card on the same page. You're sent each offer once, with no reminders. Declining or ignoring an offer has no consequences.

What's next?Copy Anchor Link

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