Lumary WFM - This article explains how to create a 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.
Required and supported packages
Available with: Lumary WFM
Supported in: Lumary DC
Base rosters can also be linked to site records to create house rosters. When a base roster is linked to a house roster, changes made to either the base or house roster are reflected on both.
This article explains how to create a base roster in three steps:
- Create a new base roster
- Associate workers to the base roster
- Add sessions or shifts to the base roster
Create a new base roster
- Click on the Scheduling tab in the nav bar.
If you can't see this tab, you may need to check under the More drop-down list or click on the App Launcher nine dot grid and search for scheduling.
- This will open the live Scheduling roster. The green Scheduling tag in the top part of the calendar shows that you're on the live scheduling roster.
- Click on the Roster Mode button.
- Select Create a new Roster.
- Click on the Next button.
This will open the Roster popup form. The following table explains what each of the fields are for and how to use them. Mandatory fields are marked with an asterisk.
| Field | How to use it |
|---|---|
| * Roster Name | The name of the roster should make it easy to identify what this roster is for, whether it's for a specific house, region or group of workers. This is the name you'll use to search for your roster when you're using it to create roster periods. |
| * Is Active | A tick in this checkbox allows the use of the base roster for the creation of roster periods. For new base rosters, the checkbox is ticked by default. |
| * Roster Frequency |
Use the options on the drop-down list to indicate the number of weeks covered by a full cycle of this roster. Choose:
Keep in mind, the frequency can’t be changed later, so it’s important to pick the right option. |
| * Start Date |
Now, choose the start date carefully, as this will set the first day of the week for all roster periods created. Ideally, it should line up with the start of a payroll period. For example, if 5 August 2024 is a Monday, selecting this date as the start date means that day 1 of the roster will be Monday. Roster periods created from a base roster must start with a date that corresponds to the first day of the base roster. In our example, this would be a Monday. |
| Budget | Shows a budget for the overall cost of workers rostered. |
| Site | Links the base roster to a site. If this is the first base roster linked to the site, this base roster will be used to generate and update the site's house roster. |
- Once you're happy with your selections, click on the Save button. This will take you to the new base roster. The Calendar tab is where you add sessions and shifts and the Associated Workers tab is where you add workers. The red Roster tag shows that you're viewing a base roster.
Associate workers to the base roster
Associating workers to a base roster allows you to assign sessions or shifts to them on the calendar tab. It’s not required at this stage, but it’s helpful when workers regularly work at the site for this base roster. Doing this now saves time later when creating sessions or shifts on the calendar tab as it will default the worker's assignment and sets the availability of the worker for this roster.
You can also associate a worker from a roster period. This will add them to the base roster.
Workers who have been added to sessions on a roster but haven't been associated with that roster will be labelled with an exclamation mark icon.
To associate a worker to a base roster or roster period:
- Click on the Associated Workers tab.
- Click on the New button next to the Contact Availability Templates - Workers section.
- Complete the New Contact Availability Template popup form.
The following table explains how to fill in the fields on this form. Mandatory fields are marked with an asterisk.
| Field | How to use it |
|---|---|
| * Contact | Search for the name of the worker and select it. |
| * Start Date | The first date from which to apply the availability template. |
| * Availability Template |
Use this field to search for and select an availability template for this worker. The availability template sets and shows the pattern of days and times that the worker is available. For example, your business could have a template for workers who typically work Monday to Friday, from 9am to 5pm. |
| * Roster | Sets the roster for this availability. This should auto-fill with the name of the base roster. If you're in a roster period, this will show the base roster for the roster period. |
| Worker Assignment | If you're using Lumary DC for award interpretation, you can select the worker assignment to apply to this worker for this roster. The search field shows assignments that have been created for this worker. New worker assignments should be synced from the payee's assignment record. |
- Click on the Save button.
- Repeat this process to add all of the workers you require for this roster.
- Once you've associated workers, click on the Calendar tab to go back to the calendar view. Workers you've added should now appear. You may need to refresh your browser to see newly associated workers.
Add sessions or shifts to the base roster
- You can start building out your base roster by adding sessions. The base roster forms the foundation for any roster periods you create later, helping you save time and maintain consistency
There are three ways to add sessions or shifts to a base roster:
Option 1: Create sessions or shifts one-by-one
Option 2: Clone existing sessions or shifts
Option 3: Add sessions in bulk using a template
💡 Tip: Rostering from a template is especially useful for sites that require regular support, such as SIL sites with 24/7 coverage. It can significantly reduce setup time.
Option 1: Create sessions or shifts one-by-one
- Select the Calendar tab
- Click Roster Session.
- Complete the form (be sure to select Shift as the work type and session type if creating a shift).
- Click Save.
The session or shift will appear on the calendar under the assigned worker. You can continue adding sessions or shifts one-by-one as needed.
You can then right-click and modify the session or shift to add workers, clients, adjust session times and more.
Repeat this process until your base roster is complete.
Option 2: Clone existing sessions or shifts
To save time, you can clone an existing session or shift instead of creating a new one from scratch.
- Select the Calendar tab.
- Right-click an existing session or shift on the calendar.
- Select Clone Session or Clone Shift.
- Modify the start day and time.
- Click Save.
All details from the original session or shift will be copied into the new session.
You can then right-click and modify the session or shift to add workers, clients, adjust session times and more.
Repeat this process until your base roster is complete.
Option 3: Add sessions in bulk using a template
If templates have been set up in Lumary, you can use them to bulk add sessions. Note: This does not bulk add shifts - it only bulk adds sessions.
- Select the Calendar tab.
- Click Roster from Template.
- Search for and select a template (must be set up prior by a system administrator).
- Click Create Sessions.
All sessions from the selected template will be added to the calendar under Unassigned. You can then right-click and modify the session or shift to add workers, clients, adjust session times and more.
Repeat this process until your base roster is complete.
Best practice
Add as much detail as possible about workers, clients, and session activities when building your base roster.
This makes it faster and easier to build and publish each roster period later, as most of the key details will already be included — only minor adjustments should be needed.
Validation alerts
If you assign a session to a worker who is not associated with the roster, you may see a validation alert next to their name. This can also happen if the worker doesn’t have a valid worker assignment set on their record. To resolve this make sure the worker is associated with the roster, and has a valid assignment set up in their record.
If you've finished setting up your base roster, you can use it to create a new roster period.
If you've linked your base roster to a site, you can add accommodation sessions to manage appointments from house rosters and proposed house rosters. Find out how to add an accommodation session.
If you have common appointments or sessions that you want to appear on roster periods, you can add them to your base roster. Find out how to: