Level 3: Master Roster — Admin Guide

Level 3: Master Roster is where you create repeating shift templates. Once defined, these templates make rostering faster and more consistent.

What Is a Master Roster?

A master roster is a repeating 4-week pattern of shifts that serves as the baseline for all future rosters. Instead of creating shifts from scratch every time, you:

1. Build the master roster once
2. Reuse it (with tweaks) for each pay cycle

Example: In your ED - Day stream, you need 5 RNs every day. You create a master roster that shows exactly who works which days, then reuse it week after week.

Why Master Rosters Matter

• Consistency: Staff see predictable patterns (e.g., "I always work Monday–Wednesday")
• Fairness: Ensures fair distribution of weekends, nights, and unpopular shifts
• Speed: Build the master once; generate new rosters in minutes
• Equity: Easier to audit and adjust for fairness before publishing

Master Roster Concepts

4-Week Cycle

Most organizations use 4-week repeating patterns. Some use 2-week or custom cycles, but 4 weeks is standard.

Template vs. Live Roster

• Master Roster (Level 3): The template—reusable, not published to staff
• Living Roster (Level 5): Published to staff; based on the master but with real-time changes

Rotation

A rotation is one repeating pattern within the master. Example:

Week 1	Week 2	Week 3	Week 4
Mon–Wed (AM)	Thu–Sat (PM)	Sun, Mon (Night)	Tue–Thu (AM)

Staff might rotate through this pattern repeatedly.

Creating a Master Roster

Step 1: Ensure Streams & Vacancies Are Set (Levels 1–2)

Before creating shifts, you need:

• ✅ Streams defined
• ✅ Vacancies created
• ✅ Staff assigned to craft groups

If not done, return to Levels 1–2.

Step 2: Go to Level 3: Master Roster

Screenshot placeholder: Level 3 Master Roster page with stream selector and 4-week calendar

1. Click Level 3: Master Roster
2. Select a stream (e.g., "ED - Day")
3. You'll see a blank 4-week calendar

Step 3: Add Shifts

1. Click on a date/time slot
2. Select staff to assign to that shift
3. Click Save

Bulk option: Use Excel-style bulk assign to add many shifts at once:

• Select multiple cells
• Assign staff in bulk
• Click Save

Step 4: Review Fairness

Before finalizing:

1. Click Fairness Check
2. Review distribution:
   • Weekends fair?
   • Night shifts balanced?
   • No one overworked?
3. Make adjustments if needed

Step 5: Save as Template

1. Click Save Master Roster
2. Name it (e.g., "ED - Day - 4wk - Jan 2026")
3. Click Save

This template is now ready to reuse.

Example: Simple 4-Week Master for Small Stream

Stream: "Ward A - Day" (5 RNs needed daily)

Master Roster Pattern:

• Week 1: Nurses A, B, C, D, E work Mon–Fri
• Week 2: Nurses C, D, E, F, G work Mon–Fri
• Week 3: Nurses E, F, G, H, I work Mon–Fri
• Week 4: Nurses G, H, I, J, A work Mon–Fri

Then cycle repeats. This ensures each nurse gets weekends off and shares weekday/weekend burden fairly.

Key Rules

• Master rosters are per stream (each stream has its own)
• Each master must be at least 2 weeks (recommend 4 weeks)
• Vacancies from Level 2 determine how many shifts exist per day
• Master rosters are not published—they're templates only

Common Mistakes

❌ Trying to assign staff without vacancies: Define vacancies first (Level 2)
❌ Ignoring fairness: Check fairness before saving; unfair rosters are hard to fix later
❌ Creating the master manually every time: Reuse templates—that's the point
❌ Forgetting to account for leave: Leave is handled at Level 4; master is just the baseline

Tips

• Start with one stream: Master one stream completely before moving to others
• Test the template: Before publishing (Level 5), generate one "live roster" and review it
• Document rotations: Write down your 4-week pattern so new admins understand it
• Audit regularly: Every 3–6 months, check that the master still feels fair

Next Steps

1. ✅ Create master rosters for each stream
2. ✅ Review fairness for each stream
3. ✅ Save templates for reuse
4. ✅ Move to Level 4: Staff Availability so staff can set their constraints
5. ✅ Move to Level 5: Living Roster to publish and manage real rosters

See the Getting Started guide for the complete setup checklist.