What roster rules and warnings can we set up?

Key Points

Roster rules check a shift when you save it. If the shift breaks a rule, a warning tells you which one.
Rules can cover overlapping shifts, maximum hours, breaks between shifts, consecutive days worked (fatigue), staff availability and leave, and qualifications or client needs.
Only our Support team can set up or change roster rules. Contact them to add a rule or change a limit.
Most rules only warn. FlowLogic can't block overlapping shifts, for example. With overrides on, you enter a reason and save. With overrides off, you have to change the shift before it will save.
Override reasons are kept in the shift's history, and the Availibility Override Reasons report lists them.

What roster rules are there?

Which rules are on, and their limits, depend on how your organisation is set up.

Overlapping shifts: the staff member already has a shift at the same time. Overlapping shifts also show with a red dashed border on the roster.
Maximum hours: the most a staff member can work in a day or a week, and the shortest shift allowed.
Breaks between shifts: the shortest break between two shifts, for example 10 hours, and the breaks needed before and after a sleepover.
Fatigue: the staff member would work more than a set number of days in a row. See the fatigue section below.
Availability and leave: the staff member is marked unavailable or on leave at that time. See How do I check staff availability when rostering?
Qualifications and client needs: Record Affinity rules check that the staff member meets the client's needs, for example a current NDIS Worker Screening or a female support worker. See How do Record Affinities help match staff to clients on the roster?

Who sets up roster rules?

Roster rules are system settings, so only our Support team can set them up or change them. Contact our Support team and tell them:

Which rules you want turned on or off.
The limits you want, such as maximum hours or the shortest break.
Whether rosterers can override warnings, and whether an override needs a password.

The text of each warning is set by FlowLogic and can't be changed.

Does a warning stop a shift being saved?

Roster rules such as overlapping shifts, hours, breaks and fatigue are warnings. FlowLogic can't block a shift just because it breaks one of them. What happens next depends on your organisation's override setting:

Overrides on: you enter a reason and save the shift anyway.
Overrides on with a password: only people who know the password can save the shift.
Overrides off: a shift with a warning can't be saved until you change it to fit the rule. This applies to any change to that shift, even updating its notes.

The override setting applies to all roster rule warnings, not to each rule separately. You can't, for example, make overlaps stop a shift while letting hours warnings through.

Two things can stop a shift outright, whatever the override setting:

A Record Affinity rule set to mandatory.
Staff availability, if your organisation doesn't allow rostering staff when they're unavailable.

How do I override a warning?

Read the warning to see which rule the shift breaks.
Decide whether to change the shift or continue.
To continue, enter a reason. A reason is always needed to override.
Confirm and save the shift.

If you're asked for a password, check with your roster manager.

How does the fatigue warning count days?

The fatigue warning shows when a shift would take a staff member to, or past, your organisation's limit of consecutive days worked. Our Support team sets the limit.

An overnight shift that runs past midnight counts as 2 days.
A day of leave, or a public holiday, resets the count to zero.
Cancelled shifts don't count as days worked.
It's a warning like the other rules, so you can override it with a reason if overrides are on.

Where are overrides recorded?

Shift History: each override reason is kept in the history of that shift. Open the shift and click History. See How do I see the change history of a shift?
Override report: go to Reports and open Availibility Override Reasons in the Roster category. It's spelt this way on screen. It lists availability overrides and shift override reasons. Export it to CSV to see the full details.