Build the roster
Who: Admins and Super Admins. Go to: sidebar → Roster. On a phone: More → Roster.
- Pick Week or Month, and use the arrows to move (tap the date to jump back to today). With several sites, the site button shows one site at a time.
- Tap an empty day in someone's row (or hover and tap + on a computer). In Month view, tap a day, then add from the list below the calendar; search finds a person fast.
- In Add a shift, choose Who, the Site, an optional Project, the start and finish, and the Unpaid break. Add Notes for them if they need to know something.
- Tap Add shift. It's a draft: nobody else sees it yet.
Handy extras:
- Several people at once: under Who, choose Several people…, search or tap Everyone, tick up to 200 people and tap Done. Tap a tag such as Green (24) to tick everyone with it (see Tags and teams). With a site chosen, On the site's list and Rostered there, last 4 weeks tick those people in one tap. Add N shifts gives each person their own copy of the shift (same site, times, break and notes), as drafts. Handy for an event or a big job.
- Also on: tick other days in the next two weeks (e.g. Saturday and Sunday) to add the same shift on those days too.
- Clashes: before adding people in bulk, Vaultime checks who is already rostered then, on leave (or has asked for it), said they can't work, or isn't on the site's list. Choose Skip them or Add everyone.
- Change or remove many at once: tap Select shifts (the checklist icon; on a phone, ⋮ → Select shifts), tap shifts or use All shown / All on [day], then Change time, Move (another site, or days earlier or later), Copy to… or Remove. Copy to… adds drafts of the selected shifts on the days you tap (up to 14): a Fri–Sun selection copied to a Friday lands Fri–Sun again. Open shifts stay open, struck-through ones aren't copied, and anyone already rostered, on leave, unavailable or not on the site's list is shown first so you can Skip them or Copy all. Published shifts show as Changed or Removed until you publish, and staff are told then.
- Repeat weekly adds the same shift on the same day for the next few weeks (works with several people too).
- Save these times keeps a start, finish and break you use often. Tap a saved time to fill it in; press and hold one to delete it.
- Copy last week (copy icon) brings last week's shifts into this week as drafts.
- Shifts that finish after midnight (10 pm – 6 am) are fine: they belong to the day they start.
- Site → New job site adds a job site right from the shift (see Job sites).
While you build, Vaultime warns you, without stopping you, about overlapping shifts, too little rest between shifts, long shifts, too many hours in a week, and people who are unavailable or on leave. The limits are in Settings → Roster. Tap the ⓘ icon for what the colours mean.
| On the roster | Meaning | Who sees it |
|---|---|---|
| Draft (faint bar) | Never published | Managers only |
| Published | Staff can see it | Everyone allowed to see the roster |
| Changed | Edited since publishing | Staff still see the old version until you publish |
| Removed (struck through) | Cancelled at the next publish | Staff until you publish, then it's gone and they're told |
| Open shift row | Nobody on it yet; staff can ask for it | Everyone who can work at that site, once published |
| ⚠ on a shift | A warning: overlap, short rest, long shift, too many hours, or someone unavailable or on leave | Managers |
| Unavailable / Off 9a–1p tag | The person said they can't work then | Managers |
| On leave / Leave? tag | Approved leave / leave waiting for a decision | Managers |
| ↳ before a shift | It continues the person's shift before it at another job (one working day) | Managers |
| Missed, Late, Left early, Not in yet, Clocked in, On time | How they turned up (Clock in only) | Managers |
Example: on Thursday Priya builds next week. She taps Monday in Maya's row, chooses Harbour Café, 7:00–3:00 with a 30 min break, ticks Repeat weekly for 4 weeks, and taps Add shift. She taps Save these times so 7:00–3:00, 30 min is one tap next time. Giving Maya a Tuesday shift shows ⚠ Unavailable, so Priya gives it to Leo instead.