First-Time Setup: Roster Builder Checklist

This checklist walks you through creating your first roster as a Roster Builder. Expect 1–2 hours depending on complexity.

Pre-Setup: What You Need to Know

Before starting, your Organization Admin should have already:

• ✅ Created streams (departments × shifts)
• ✅ Created craft groups (job roles)
• ✅ Added staff and assigned them to streams + craft groups
• ✅ Created master rosters (optional but helpful)

If not done, ask your admin to complete Admin Setup Checklist first.

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Phase 1: Understand Your Organization (15 mins)

1. Review Organization Settings

1. Click Organization Settings
2. Understand:
   • Streams: What departments/shifts exist?
   • Craft Groups: What job roles do you have?
   • Safety Rules: Min rest, max consecutive shifts
3. Ask admin if anything is unclear

✅ Checkpoint: You understand your org structure

2. Review Staff & Permissions

1. Go to Staff Management
2. See which staff are in your stream(s)
3. Check Roster Builder Permissions to confirm which streams you can edit

✅ Checkpoint: You know who you're rostering

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Phase 2: Understand Master Rosters (15 mins)

3. Review Master Roster (Level 3)

If your admin created a master roster template:

1. Click Level 3: Master Roster
2. Select your stream
3. Look at the 4-week pattern:
   • Who typically works which days?
   • Are there rotations? (different staff on different weeks)
   • How is fairness distributed?

This is your baseline. Your actual roster builds from this.

✅ Checkpoint: You understand the master roster pattern

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Phase 3: Create Your First Living Roster (1 hour)

4. Start Roster Generation (Level 5)

1. Click Level 5: The Living Roster
2. Select your stream (e.g., "ED - Day")
3. Select pay period dates (e.g., "July 1–28, 2026")
4. Click Generate

Option A: Use IRIS AI (Recommended for First Time)

1. Click Generate with IRIS
2. IRIS will:
   • Build from master roster baseline
   • Apply staff availability + leave
   • Balance fairness
   • Flag conflicts
3. Wait for generation (~1–5 mins)
4. Review result (see Step 5)

Option B: Manual Assignment

1. Use master roster as reference
2. Drag staff to each shift
3. Or use Excel-style bulk assign:
   • Select multiple shifts
   • Assign to one person or rotate
   • Click Apply

Time: 30–60 mins for one stream

✅ Checkpoint: Roster drafted

5. Review Fairness (10 mins)

1. Click Check Fairness
2. Review:
   • Pre-fairness: How fair is the raw roster?
   • Post-fairness: After adjustments?
3. Look for problems:
   • Anyone severely over/under-rostered?
   • Imbalanced weekend distribution?
   • Someone with 10+ consecutive shifts?
4. If fairness <75%:
   • Make manual adjustments (swap staff between shifts)
   • Or revert and regenerate with IRIS

✅ Checkpoint: Fairness reviewed and acceptable (>75%)

6. Review Compliance (5 mins)

1. Click Check Compliance
2. Look for red flags:
   • Staff scheduled outside their availability?
   • Rest hour violations?
   • Scope mismatches (wrong craft group for shift)?
3. Fix violations:
   • Click the shift
   • Reassign to correct staff or leave empty
   • Click Save

✅ Checkpoint: No red compliance warnings

7. Make Final Tweaks (10–15 mins)

Before publishing, any last changes:

1. Swap staff between shifts if needed
2. Move staff to other shifts using right-click → Move Assignment (faster than delete + recreate)
3. Add notes to shifts (e.g., "Sarah prefers mornings")
4. Assign open shifts if any are uncovered
5. Review with manager if unsure

✅ Checkpoint: Roster ready for publication

8. Publish Roster

1. Click Publish
2. Confirm pay period
3. Click Publish to Staff

✅ Checkpoint: Roster published! Staff can now see shifts

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Phase 4: Manage Published Roster (Ongoing)

After publication, your role changes. You now:

9. Approve Shift Swaps

Staff will request swaps. You review:

1. Click Shift Swaps
2. For each swap:
   • Is both staff available for each other's shifts?
   • Any compliance issues?
3. Approve or decline with reason

10. Manage Open Shifts

If someone calls out sick:

1. Mark shift as "Open"
2. Staff can bid on it
3. You assign to best candidate

Or assign directly:

1. Click shift
2. Select replacement staff
3. Click Save

11. Use IRIS for Quick Solutions

If stuck (e.g., "I need an RN for Tuesday 3pm"):

1. Click Ask IRIS
2. Describe: "I need an RN for Tuesday ED 3–11pm, Sarah is out"
3. IRIS suggests eligible staff
4. Click Apply to assign

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Phase 5: Prepare for Next Roster

12. Gather Feedback

Before creating the next roster:

1. Ask staff: "How was the roster fairness?"
2. Watch for patterns (is anyone always unhappy?)
3. Note pain points for admin

13. Create Next Roster (Faster This Time)

1. Generate with IRIS (or copy last roster as template)
2. Make updates for new availability/leave
3. Audit fairness
4. Publish

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Success Checklist

After first roster:

• ✅ Roster published to staff
• ✅ All shifts covered (no major gaps)
• ✅ Fairness >75%
• ✅ No compliance violations
• ✅ Shift swaps working
• ✅ Staff feedback gathered

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Common Mistakes to Avoid

❌ Publishing with low fairness (<75%): Staff complain
❌ Missing compliance violations: Creates safety issues
❌ Not communicating with staff: They panic if shifts change
❌ Using IRIS without review: Always check AI suggestions
❌ Ignoring swap requests: Backlog builds up

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Quick Reference

Task	Steps	Time
Generate roster with IRIS	L5 → Generate → IRIS → Review	10 mins
Check fairness	L5 → Check Fairness → Review	5 mins
Check compliance	L5 → Check Compliance → Review	5 mins
Approve shift swap	Shift Swaps → Review → Approve/Decline	2 mins
Handle call-out	Click shift → Remove staff → Assign replacement	5 mins
Ask IRIS for help	Ask IRIS → Describe → Review suggestions	5 mins

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Next Steps

1. ✅ Create first roster
2. ✅ Publish to staff
3. ✅ Manage swaps + opens for 1 pay period
4. ✅ Gather feedback
5. ✅ Create second roster (faster!)
6. ✅ Read detailed Level 5 guide for advanced features

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Need Help?

• 📖 Read Level 5: Admin & Roster Builder Guide for detailed workflows
• 📖 Read Level 1–4 Admin Guides to understand the full system
• 💬 Ask your Organization Admin
• 📞 Submit support ticket for technical issues