Rostering configuration

Rostering settings control how shifts are displayed, how time rules are applied, and how various roster features behave across your organisation. To access these settings, click the cog icon in the top right of the page and go to Settings → Rostering tab.

Shift colours

Customise the colour of each shift type displayed on your rosters. Click the drop-down list for each item type to select a colour.

Time settings

Configure how shift times and durations are handled.

Setting	Description
Roster default length	Sets the default shift end time based on start time plus this value (in minutes)
How many minutes late consider as late shift	After this number of minutes, an unstarted shift appears in the late KPI on the home page
Shift start/end times	Define the start and end times for afternoon and night shifts. The rate link functionality (in Maintenance → Services) uses these values to automatically update the service code if a shift doesn’t fall in the correct time slot
Lock roster on and before	Prevents changes to rosters and stops new shifts being added before a specific date. Useful at the end of financial year after all claiming, billing, and payroll is complete
Auto split shift	When ticked, the system automatically splits overnight shifts at midnight when they cross a pay rate boundary (for example, weekday to weekend or public holiday). Only applies to boundary-crossing shifts
Create separate series per day for roster templates	When on, the roster wizard creates a separate series for each day. When off, a single series is created for multiple days with the same shift details
Allow shift(s) to be edited when already started by workers	Allows editing of shifts on client and location rosters after a worker has started the shift. If the shift is completed, edits need to be made at the timesheet level instead

Display settings

Configure how rosters look and behave.

Setting	Description
Compact	When ticked, each shift appears on one line in the client roster. When unticked, shifts expand into the available space for that day
Conflict type	Default highlights all conflicting shifts including overlapping end/start times. Ignore back to back shifts ignores conflicts where shifts are rostered consecutively (for example, one ending at 10:00am and the next starting at 10:00am)
Default email message	The default message included when you email a client their roster, either from the client roster or from Operations → Email Client Rosters
Default leave code	When marking a shift on leave: No code applies no leave code (no charge or pay, does not flow to timesheets). Same as shift uses the service code assigned to the shift as the default leave code
Location roster	Choose between Group client and worker shifts (green bar showing count of clients and workers) or List client and worker shifts (individual list with workers in pink and clients in blue)
Show run button	Enables or disables the Run button in Operations → Timeline Worker (Week/Month) and Operations → Timeline Location. The run button lets you set filters before loading data

Setting	Description
Client shift and location shift description	Customise how shifts appear on rosters. Copy valid tags from the list and paste them into the text box to change the description format
Display availability note	Switch on or off the display of availability notes in Operations → Timeline Worker (Week/Month)
Pre-load roster data	Set how much data loads at once when viewing a roster, from one to six months

Shift type boundary behaviour

When a shift falls exactly on a time boundary between two shift types (for example, evening and night), Visualcare classifies it based on the shift’s start time. A shift that starts before the night period begins is classified as an evening shift, even if it runs entirely within night hours. For example, if night is set to start at 12:01 AM and morning at 6:00 AM, a shift from 12:00 AM to 6:00 AM is classified as evening because it starts one minute before the night period. Adjusting the night start to include 12:00 AM would fix this specific shift but may affect how other shifts are classified.

If your organisation regularly rosters shifts that fall on a boundary (for example, 12:00 AM to 6:00 AM), consider turning off rate links for the affected night service to prevent incorrect automatic rate changes.

Running into issues?

See Scheduling troubleshooting for common errors and fixes.

Creating new shifts

Set up a client roster and create shifts

Conflict management

Identify and resolve shift conflicts

Timeline views

View and manage rosters across workers and clients

Email client rosters

Send roster summaries to clients

Client Management

Worker Management

Scheduling

Timesheets

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Incidents

Compliance

Operations

Reporting

Apps & Portals

Integrations

Shift colours

Time settings

Display settings

Shift type boundary behaviour

Running into issues?

Creating new shifts

Conflict management

Timeline views

Email client rosters

​Shift colours

​Time settings

​Display settings

​Shift type boundary behaviour

​Running into issues?

​Related articles

Creating new shifts

Conflict management

Timeline views

Email client rosters

Shift colours

Time settings

Display settings

Shift type boundary behaviour

Running into issues?

Related articles