First-Time Setup: Staff Checklist

Welcome to Intelligent Roster! This quick checklist gets you started in under 15 minutes.

Phase 1: Log In & Explore (5 mins)

1. Log In

Go to your organisation's Intelligent Roster URL (ask your admin if unsure)
Enter your work email
If your org uses SSO: you'll be redirected to Microsoft/Google (or your corporate login) — authenticate there. No separate Intelligent Roster password or MFA setup needed.
If you use email + password: enter your password, then complete MFA only if your organisation requires it (not all orgs do — SSO orgs skip this entirely)
Click Log In (password users) or complete SSO at your identity provider

✅ Checkpoint: You're in!

2. Understand Your Dashboard

You'll see:

Your Stream: The department/shift you're assigned to (e.g., "ED - Evening")
Your Craft Group: Your job role (e.g., "RN")
Calendar: Your shifts for the current pay period
Notifications: Updates from your admin
IRIS + Learn: Chat with IRIS for in-app help, or open Learn Intelligent Roster in a new tab for guides and pro tips

Staff dashboard with quick actions and upcoming shifts — Staff home — IRIS assistant, quick actions, and My Upcoming Shifts

Click around and get familiar.

✅ Checkpoint: Dashboard explored

Phase 2: Set Your Profile (5 mins)

3. Review Your Employee Details

Click Profile (top right)
Click Employee Details
Check:
- Name: Correct?
- Email: Correct?
- Craft Group: Correct? (e.g., RN, EN)
- Stream(s): Correct?
- Scopes of Practice: Any certifications? (e.g., Trauma, ALS)
If anything is wrong, contact your admin

✅ Checkpoint: Profile reviewed

4. Set Up Multi-Factor Authentication (password users only)

Skip this step if your organisation uses SSO — your corporate login already handles authentication.

For email + password accounts, when your admin requires MFA:

Click Profile
Click Security Settings
Click Enable MFA
Follow the prompts (usually scan a QR code)
Save recovery codes in a safe place

✅ Checkpoint: MFA enabled (if required for your role)

Phase 3: View Your Roster (2 mins)

5. Check Your Published Shifts

Go to Sidebar → My Shifts (or The Living Roster for the full ward view)
You'll see your shifts for the current period
Click a shift to see full details (time, location, team)

✅ Checkpoint: You can see your shifts

Phase 4: Availability & Leave (5 mins)

These are two different things — don't mix them up:

	My Availability	Leave Planner
What it is	When you prefer or can't work (preferences)	Formal time off (holiday, sick leave, etc.)
Approval?	No — saves automatically	Yes — roster builder approves
Guaranteed off?	No — "Unavailable" is a strong preference, not approved leave	Yes — once approved, you won't be rostered
Sidebar	My Availability	Leave Planner

6. Set your availability (preferences)

Use this for regular patterns and preferences — not for holidays or sick leave.

Go to Sidebar → My Availability (/my-availability)
Click dates on the calendar and set:
- Available — you can work
- Preferred — you'd like to work (helps IRIS when building rosters)
- Unavailable — you cannot or prefer not to work (partial-day times allowed)
Changes save automatically — there is no separate "Submit Availability" button

Good examples (availability):

✅ Recurring: "No Sundays" → mark Sundays Unavailable
✅ Partial week: "Course Tue 2–5pm" → Unavailable for that time block
✅ "I prefer day shifts this fortnight" → Preferred on those days

Don't use availability for:

❌ "I'm on vacation July 1–7" → use Leave Planner (step 7)
❌ "I'm sick today" → use Leave Planner (sick leave)

✅ Checkpoint: Availability preferences saved

7. Request leave (time off)

Use Leave Planner when you need approved time off — holidays, sick leave, personal leave.

Go to Sidebar → Leave Planner (/leave)
Click Request Leave
Choose leave type (e.g. Annual Leave, Sick Leave)
Select start and end dates, add a note if helpful
Click Submit — your roster builder approves or declines

Good examples (leave):

✅ "Vacation July 1–7" → Annual Leave request
✅ "Medical appointment Wed AM" → leave type as configured by your org

✅ Checkpoint: Leave requested (or N/A if nothing to book yet)

8. Keep it honest

Use Unavailable in My Availability for real constraints (not vague preferences unless you mean them)
Use Leave Planner for any absence that must be approved and blocked on the roster
Don't over-constrain availability if you're actually flexible — it makes rostering harder

✅ Checkpoint: You understand availability vs leave

Phase 5: Explore & Get Help (Optional)

9. Read your role's guides

While you wait for the next roster:

From the Dashboard, open Learn Intelligent Roster (public help site, opens in a new tab)
Choose Guides & Playbooks — the guides homepage starts with staff tasks by default
Useful next reads:

✅ Checkpoint: You know where the help articles live

10. Request support if needed

Sidebar → Feedback (all staff) or Support Tickets (if your org enables it)
Describe the issue and submit

✅ Checkpoint: Know where to get help

Success Checklist

After first time login:

✅ You can log in and see your dashboard
✅ Your profile details are correct
✅ You can see your current roster (shifts)
✅ You've set My Availability preferences (and know leave is separate)
✅ You know how to Request Leave in Leave Planner if needed
✅ You know where to find help

Common Questions

Q: When will I see my roster?
A: Once your admin publishes it (usually before each pay period). Check back soon!

Q: How do I request time off?
A: Use Leave Planner (Sidebar → Leave Planner) → Request Leave. Do not put holidays in My Availability — that's for preferences only. Approved leave blocks you from being rostered. See How to Request Leave.

Q: What's the difference between Unavailable and Leave?
A: Unavailable in My Availability = preference ("I'd rather not work then") — not guaranteed. Leave = formal approved absence — you're blocked from shifts once approved. See Availability vs Leave.

Q: Can I take leave on weekends?
A: Only if your contract includes weekend work. Your contracted days are set by your admin.

Q: Can I trade shifts with someone?
A: Yes! Use Request Swap to swap with a coworker. Your admin approves.

Q: What's my "fairness score"?
A: A 0–100% rating of how fairly shifts are distributed. Higher = better for you!

Q: I can't see all the features mentioned—is that normal?
A: Yes. Your organization might not use all features yet. Ask your admin what's available.

Q: I'm scheduled but I can't work that shift. What do I do?
A:

Before roster is published: update My Availability if it's a preference, or submit Leave in Leave Planner if it's time off
After publication: request a swap or contact your manager urgently; approved leave should already block you

Quick Links

Task	Where to Find It
View your shifts	My Shifts or The Living Roster
Set availability (preferences)	My Availability
Request leave (time off)	Leave Planner → Request Leave
Swap a shift	My Shifts or Shift Deck → swap flow
Get help	Feedback or Support Tickets (if enabled)
Learn the product	Dashboard → Learn Intelligent Roster or intelligentroster.com/learn

Next Steps

✅ Log in and explore your dashboard
✅ Set My Availability; request Leave separately if needed
✅ Wait for next roster publication
✅ Use Learn Intelligent Roster to read staff guides and watch pro tips
✅ Request swaps/opens if you want to change shifts

You're Ready!

That's it! You're now set up. Your organization is building rosters, and you'll see shifts soon. If you have questions, reach out to your admin or submit a support ticket.

Welcome aboard! 🎉