Lumary WFM - This article provides an overview of the rosters available in Lumary and how they fit together.
Lumary has a range of rostering features to support the rostering and scheduling of workers, clients and services. These features enable schedulers to:
- create rostering templates and set up live rosters
- schedule appointments for clients and workers
- check for rostering conflicts and violations
- estimate award interpretation
- match workers to clients and appointments based on their skills and suitability, and
- estimate the cost of operating a SIL house.
Required and supported packages
Available with: Lumary WFM
Supported in: Lumary DC
There are several different types of rosters and calendars in Lumary. To help you get started, this article provides an overview of the:
- base roster, which provides a template for common shifts and sessions
- roster period (or operational roster), which is used for planning upcoming roster periods
- scheduling roster (or live roster), which is used to schedule and complete appointments, and
- house roster, which can be used in Lumary DC to estimate the cost of adding and removing clients and workers from a house.
The following diagram shows the relationship between the main rosters, including:
- the connection between the base and house rosters via the site, and
- how the base and roster period rosters feed into the live scheduling roster.
Base roster
Base rosters are templates that you can use to set up the types of sessions and shifts that make up your typical rostering requirements. Once you've set up a base roster, you can use it to quickly create commonly occurring shifts and appointments for specific rostering periods.
As they're intended to define rostering patterns, they don't include specific dates. They can include:
- draft shifts and sessions, and
- workers, clients and services.
Sessions can be added one at a time, or from sessions templates for common session patterns.
Base rosters can be linked to a site to create a house roster. Changes made in either the base or house roster will appear on both. For example, a session added to the base roster will also appear on the house roster.
You can tell you're on a base roster by:
- the red Roster tag in the top part of the roster record, or
- the Base Roster option being active on the roster selection drop-down list above the calendar.
Find out how to create a base roster. Once you've created a base roster, it can be used to create a roster period.
Roster period (or operational roster)
Roster periods (or operational rosters) are for building on the base roster and validating your plans before publishing to the live roster. Roster periods are cloned from the base roster to cover a specific rostering period.
Roster periods can be used to:
- add workers and clients
- show worker availability
- add, remove or modify draft shifts and appointments
- identify appointments that violate rostering rules, and
- estimate award interpretation and the total cost of the roster, with an option to include scheduled sessions from the live roster in estimates.
You can tell you're working on a roster period by:
- the orange Roster tag in the top part of the roster record, or
- a start and end dates option being active on the roster selection drop-down list above the calendar. If there are multiple roster periods, the start and end dates show which period you're currently working on.
Find out how to create a new roster period. Once you've set up a roster period, you can publish it to the scheduling roster.
Scheduling (or live) roster
The scheduling (or live) roster shows a calendar of all shift and appointment sessions that have been:
- published from a roster period, or
- added directly to the scheduling roster.
This includes shifts and sessions with a status of:
- Rostered, which means the session is scheduled and yet to be started, completed or cancelled
- In Progress, which means the worker has started a shift or session,
- Complete, which means services have been delivered and the session has ended, or
- Cancelled, which means the session was but is no longer scheduled.
The scheduling roster shows blocks where workers have been set to Available or Unavailable and public holidays applicable to each worker. At the bottom, it also lists unassigned shifts and appointments with no assigned worker.
From the scheduling roster, you can add, remove or modify shift and appointment sessions. You can also apply filters to only show shift and appointment sessions for a:
- specific worker
- role
- site, or
- region.
You can tell you're on the scheduling roster by the green Scheduling tag in the top part of the calendar.
Find out how to add an individual or group appointment to the scheduling roster.
House roster
House rosters are used to plan for and estimate the cost of adding and removing clients, workers and services to and from a house. They are a key part of SIL rostering in Lumary DC.
A house roster is linked to a base roster via the site, which is set on the base roster record. Once a base roster and house roster are linked, changes made to either will appear in both.
The SIL submission process also features proposed house rosters. These allow schedulers to check the impact of changes to the cost of a house without altering the base roster. Once a proposed house roster is confirmed, the underlying house and base rosters are updated with any additional sessions and appointments.
To add house roster shifts and appointments to the live scheduling roster, schedulers can:
- Update the house roster directly or confirm a proposed house roster.
- Use the base roster to create a roster period.
- Publish the roster period to the scheduling roster.
House roster shifts are added via the base roster.
You can tell you're on a house roster by the budget and proposed house cost summaries at the top of the calendar. Proposed house rosters appear in SIL submissions and look and function slightly differently to house rosters.
The articles in this part of the help centre guide you through the steps of setting up and maintaining the various rosters and calendars. To get started, check out our article on:
- creating a base roster, if you're planning to set up your rosters to use commonly occurring shifts and appointments, or
- scheduling an appointment for an individual or a group, if you already have some rosters set up in your environment.