Heimdallone Docs

How per-date shift assignments work, what roster overrides mean, the approval step, and how rosters drive attendance and payroll.

ManagerHRRequires SetupLive

Where to find it

Open App → Roster (in the Operate section of the sidebar). Managers and HR build and approve the schedule there; employees see a read-only My schedule. For migrated organisations, historical roster data was loaded during the initial data migration.

Views

The Roster screen offers three views of the same week of data — switch with the toggle at the top:

View	Best for
Calendar	A grid of employees (rows) × days of the week (columns). Click a cell to assign or edit that person's day. The dot on a chip shows approval status (green = approved, amber = pending).
List	A flat table of every scheduled day in the week — employee, date, shift, hours, status and note — with edit/approve actions.
Timeline	A horizontal strip per employee showing which days are on/off across the week, at a glance.

Use the week arrows (or Today) to move between weeks.

Assigning shifts

Assign one day — in the Calendar view, click an empty cell (or use Assign shift). Pick the employee, date, type (regular / custom hours / day off / swap), an optional shift, and a note.

Bulk assign — use Bulk assign to apply one shift to an employee across a date range and chosen weekdays in a single step. Existing days are skipped, so it's safe to re-run.

Edit or remove — click an existing entry to change it or remove that scheduled day. Editing the schedule re-opens approval.

What a roster does

A roster is a per-date assignment: it records which employee is working which shift on a specific date. That assignment is the starting point for attendance calculation — the shift tells the system what scheduled start, end, and minimum minutes to expect, and the shift's pay rules determine how overtime, lateness, and premiums are classified.

Rosters and shifts are separate. Shifts are the reusable schedule templates (defined in App → Settings → Shifts). Rosters are the per-date application of those templates to specific employees.

Override types

A roster entry can carry an override that replaces or modifies the default shift for that specific date:

Override	What it means
None	The employee works their assigned shift as configured.
Custom hours	A different start or end time applies for this date only. The shift's pay rules still apply unless a specific shift rule overrides them.
Day off	The employee is not working on this date, even if the shift schedule would normally require it.
Swap	The employee has swapped this date's shift with another employee or another date.

Approval

Roster changes go through an approval step before they take effect. A manager or HR reviews and approves (or rejects) the proposed change from the List view or the entry dialog. Editing a day clears its approval so payroll never consumes a changed day on a stale approval. Until it's approved, the entry shows Pending.

How it feeds attendance and payroll

Roster assignment — the system knows which shift an employee is expected to work on a given date.

Shift definition — the shift provides scheduled start, end, and minimum required minutes (set in App → Settings → Shifts).

Shift rules — pay-affecting rules (overtime thresholds, grace, night differential, weekend multipliers) are resolved from the shift rule effective on that date. See Work schedules & shift rules.

Attendance — punches are compared against the roster. Worked, payable, overtime, late, and early-leave minutes are derived from the rostered shift and the applied rules.

Payroll — approved attendance records (informed by the roster) feed the payroll engine. Roster and rules never write payroll directly — they influence it through the attendance record.

An employee without a roster assignment on a given date falls back to the organisation's default schedule settings. If an employee's hours are consistently misclassified, check whether a roster assignment exists for the relevant dates.

Shifts live in Settings

The shift templates themselves — scheduled start and end times, minimum daily minutes, and the link to a shift rule — are configured in App → Settings → Shifts, not in the roster itself. The roster references a shift by name; the shift carries the detail.

Pay-affecting rules for each shift (overtime thresholds, grace windows, break deductions, night differential, Saturday/Sunday/holiday multipliers) are effective-dated. Changing a rule going forward doesn't affect how past dates were calculated. See Work schedules & shift rules for how those rules work.

Role notes

Who	What they can do
HR Admin	Full access — create, edit, approve, and archive roster entries and shift assignments.
Manager	Can manage roster assignments for direct reports but cannot edit shift pay rules (those are HR/payroll only).
Employee	Read-only My schedule under App → Roster showing your own assigned shifts for the week. Roster data informs your attendance records (App → Attendance).

What to check

Attendance record shows wrong shift — the roster assignment for that date may point to the wrong shift, or no assignment exists and the system fell back to the default. Contact HR to review the roster entry.
An override isn't reflected in attendance — check whether the override was approved. An unapproved override doesn't take effect.
A day-off roster entry still shows an "absent" attendance record — attendance records are updated when punches are processed. If the day-off override was approved after attendance was already calculated, ask HR to recalculate the record.

Rosters

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