Rostering Tips and Tricks

Rosters are an important part of keeping your calendar organised, so it's equally important to understand how they can be best utilised. In this article, we'll cover a few tips, tricks and ideas for improving how you utilise rostering in Power Diary.

In this article:

Adding lunch breaks to a calendar

In Power Diary there are two different ways to record lunch breaks in a calendar. Whether you have your breaks at a consistent time each week or if they're more sporadic will determine which method is best for you.

For more consistent break times:

  1. Go to Setup → Roster and select the relevant calendar from the list on the left.
  2. Edit your active roster.
  3. On the day that you're wanting to add a break, click + Add Availability and segment your day to include a gap for the break.

For less consistent/sporadic break times:

  1. Navigate to the calendar. 
  2. Add the break as a personal appointment to the calendar.

Booking team-wide events like meetings and training sessions

Team wide events like meetings, training sessions, shared time off or even public holidays can quickly be added to every calendar in the account at once. To do this:

  1. Open the calendar and select the time that you're wanting to block out in any calendar.
  2. Select Personal as the appointment type.
  3. In the Copy to Calendars field, select any calendars that you want the appointment added to.

  4. Click Save.

Configuring alternating rosters

If you need to configure your roster to alternate (ie. your roster differs bi-weekly) you can configure this by simply staggering the dates of two separate rosters and ensuring that the Recurs Every setting is set to the correct option for each roster. 

As an example, you could set one roster to begin on 01/12/2021 and recur every two weeks, with another starting on 8/12/2021, also recurring every two weeks. This would result in a roster that differs each week.

Entering and blocking out annual leave

Annual leave is generally added to a calendar in one of two ways.

As a recurring personal appointment:

  1. Open the calendar and create a personal appointment that blocks out the entire day on the date that the annual leave begins.
  2. Right-click and select Make Recurring.
  3. Configure recurring options to recur the appointment until the end of the annual leave period.

As a roster override:

  1. Setup → Roster.
  2. Select the desired calendar.
  3. Select "Add New Roster Override".
  4. Select whether you will be Available or Unavailable.
  5. Enter the Period and Time.
  6. Select the Location.
  7. Enter an optional "Description" details for your reference.
  8. Click Save.

Easily distinguishing differing locations in the calendar

If your business operates across multiple locations then be sure to set a colour for each location. This will mean that whenever a calendar is rostered to that location the background of the calendar will display in that colour. You can do this by:

  1. Going to Setup Configuration Locations
  2. Editing your Location
  3. Setting a colour.
  4. Clicking Save.

Keeping rosters organised

We highly recommend adding notes to your Rosters that briefly describe what their purpose is so that you can always understand what Rosters are performing what duties are in your calendar at any given time. Once you begin to add more and more Rosters things can get a little convoluted without this, so it's best to take a little time when creating rosters to save you a lot of time later on when trying to understand what they're for! 

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.