Add and maintain employee records

Add your team to the roster and keep their skills and shift eligibility up to date.

Employee records tell RosterLab who can work and which work they can do. Inviting someone to sign in is a separate step. In the planning interface, you can manage these records for locations or sub-rosters where you have employee-management permission.

Have each person's name, skills and eligible shifts ready. If a skill or shift has not been created yet, you can set it up first or return to assign it afterward.

Whole-screen orientation: open Employees using the sidebar highlighted for step 1. The location selector and surrounding navigation remain visible.

1. Open Employees in the left sidebar.

2. To add employees, open the dropdown beside the + add control. Choose Add New for one employee or Add Multiple for several. To update an existing employee, use their current row instead.

Screenshot of the Employees page with Employees highlighted for step 1 and the add dropdown for step 2, showing Add New and Add Multiple.

3. Enter or update each person's name.

Screenshot of a newly added fictional employee row, with the name highlighted for step 3. Add Multiple creates employee rows that you can then name and configure.

4. Assign the relevant skills.

5. Check Shifts or Shift Groups. The default is all shifts. Double-click the cell to choose the shifts or groups this person can work instead. To choose a small set, select deselect all first, then select the shifts or groups they can work.

Screenshot of the Employees table with Daniel Reed’s Shifts or Shift Groups selector open and highlighted for step 5.

6. If your location uses areas, check the person's area assignments too. The default is all areas, so restrict them where required.

Tip: To enter or update several people at once, copy a range of cells from a spreadsheet and paste it into the matching editable cells in the employee table. Arrange the columns in the same order and add employee rows first where needed.

Use the table to add or update several people together. For a person-focused view, switch the Employees page to individual view and edit that person's details there. Changes in individual view update the employee information used elsewhere in the application.

Screenshot of the Employees table showing staff names alongside their skills and shift eligibility.

Use the table's show/hide control to reduce unused columns. Names, skills, shifts and shift groups are pinned and cannot be hidden. Hiding a column changes only the display.

If someone is joining or leaving the team, update their start and finish dates to reflect when they work with you rather than deleting their record. Review any warning about existing requests before saving.

Delete a record only when you intend to remove it. Deletion cannot be undone and is different from disabling sign-in access. Select the employee's checkbox and use the delete action in the action bar.