Rosters and Timesheets
Here we will look at rosters and timesheets and how to manage staff leave.
Creating A Roster
Go to Staff.
Search for and select the staff member.
Open the Roster tab and select Add Roster.
Pointa has two practical roster types:
Base roster: the normal ongoing roster.
Temporary roster: a roster for a specific date range.
A roster controls whether the staff member appears on the appointment book, which days they work, their start and finish times, and whether they are available for online bookings.
Base Roster
Use a base roster for the staff member’s normal ongoing working pattern.
To create a base roster:
Select Add Roster.
Make sure Temporary Roster is not selected.
Set the Effective start date.
Select Show on Appointment Book if the staff member should appear on the appointment book.
Select each working day.
Adjust the start and finish times for each day.
If the staff member should be available for online bookings, select Show online for the relevant days.
Add notes if required.
Select Save.
If this is the staff member’s first roster, Pointa treats it as a base roster by default.
A new base roster becomes the active ongoing roster from its effective date. If a later base roster is added, it takes over from the older base roster from that later effective date.
The roster times appear limited by the default roster times set under Settings > Appointment Book, however you can override the available drop down options by manually typing in your desired times.
Temporary Roster
Use a temporary roster for a fixed period, such as casual shifts, short-term roster changes, temporary hour changes, or leave.
To create a temporary roster:
Select Add Roster.
Select Temporary Roster.
Set the effective start and finish dates.
Select the working days for that temporary period.
Adjust start and finish times as needed.
Select Show online for days that should be available online.
Add notes if useful.
Select Save.
A temporary roster applies only for its effective date range. During that period, it takes priority over the normal base roster.
Pointa checks for conflicting rosters. If a new roster overlaps an existing temporary roster or conflicts with another roster for the same staff member, Pointa may prevent it from being saved.
Managing Leave
For planned leave, create a temporary roster for the leave period.
Go to Staff.
Select the staff member.
Open Roster.
Select Add Roster.
Select Temporary Roster.
Set the leave start and finish dates.
Leave the relevant days unticked.
Add a note with the leave details.
Select Save.
If no days are selected, Pointa asks you to confirm that the person is rostered off for the duration of the roster.
For very short leave periods, another option is to add a leave-style booking directly to the appointment book, if that suits the business workflow better.
Clocking In And Out
Clocking in and out uses the currently signed-in staff member. For accurate timesheets, staff should use Pointa under their own login.
From the appointment book side panel, select Clock In/Out.
Pointa performs a security check first. The staff member can use their password or PIN.
If the staff member is not currently clocked in, Pointa opens Clock In.
Confirm the date.
Enter the time.
Select Clock in.
The clock-in time cannot be in the future.
If the staff member is already clocked in, Pointa opens Clock Out.
Confirm the date.
Enter the clock-out time.
Enter the break duration.
Select whether all breaks were taken as expected.
Select Clock out.
The clock-out time cannot be before the clock-in time, and break duration cannot be longer than the shift.
Timesheets
Timesheets are available through Reports and require Manager access.
Go to Reports > Staff > Timesheet.
Select:
Date range.
Staff member or staff members, if required.
Select Update to view the report.
Use Export > PDF to export the timesheet.
The Timesheet report shows staff clock-in times, clock-out times, clock duration, break duration, and total duration for the selected period.