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How to Manage Rostering Settings for a Team Member in the Staff Profile

Set up rosterable sites and tier levels, update shift roles, add customised break rules and locate clock ID and clock verification all in one place. 

The Rostering tab in a staff profile is where you manage all rostering-related settings for a team member. This includes where they can be rostered, their position in the roster layout, their roles and qualifications, break rules, and how they clock in and out.

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Rosterable Sites 

If your organisation has more than one site, some team members may work across multiple locations. The Rosterable Sites setting controls which sites a team member can appear on when rostering.

To set this up:

  1. Go to the Rostering tab in the team member's staff profile.
  2. Click the Rosterable Sites dropdown.
  3. Select the sites where this team member can be rostered.

Please note: This option is only available to users with the relevant access level or permission in Alkimii.

 

Set Roster Tier Level 

The Tier Level setting controls where a team member appears in the roster layout. A lower number places them higher in the list.

To set a tier level:

  1. Go to the Rostering tab in the team member's staff profile.
  2. Find the Tier Level field.
  3. Type a number directly, or use the arrows to increase or decrease the value.
  4. Click Save.

Things to keep in mind: 

If two or more team members share the same tier level, they will appear in alphabetical order.
We recommend leaving gaps between tier numbers to allow for future hires. For example, if your Head Chef is set to 1, set the next team member to 4 or 5 rather than 2.

 

    Shift Role and Options

    Shift Roles and Options within the Staff Profile represent specific roles, skills, or responsibilities that a team member holds, which can be activated when rostering them for a shift.

    These are used when building the roster to make sure the right people are in the right place.

    To enable a role or option, tick the box next to it. You can tick more than one. The following options are available:

    • Duty Manager
    • Fire Warden
    • First Aid
    • Mental Health First Aid
    • Lifeguard
    • HOD (Head of Department)
    • Executive Manager
    • Evacuation Chair
    • Trainee
    • Opt Out of 48h (Working Time Directive opt-out)
    • Start Evacuations While Off Duty
    • Clock In While Off Site
    • Exclude from Cross Roster

    What does each option mean?

    Duty Manager, HOD, and Executive Manager — used to identify team members in leadership roles when rostering.

    Fire Warden, First Aid, Mental Health First Aid, Lifeguard, and Evacuation Chair — used to highlight certified or trained team members. This helps ensure shifts are covered by the right qualified people.

    Trainee — flags the team member as someone still in training.

    Opt Out of 48h — records that the team member has opted out of the 48-hour weekly working time limit.

    Start Evacuations While Off Duty — allows this person to trigger an evacuation even if they are not currently rostered on.

    Clock In While Off Site — allows the team member to clock in when they are not physically at the site.

    Exclude from Cross Roster — this team member will only appear in their own department when rostering. They will not appear in the "All" view on the week roster or the Today's Roster screen.

    💡 PRO TIP: It is strongly recommended that managers tick "Exclude from Cross Roster" for any team member whose pay rate should not be visible to other departments.

     

    Customised Break Rules 

    Alkimii applies site-wide break rules by default. If a team member needs different break settings, you can set custom break rules on their profile. Custom rules will override the site defaults for that individual.

    To add a custom break rule:

    • Go to the Rostering tab in the team member's staff profile.
    • Scroll to the Custom Break Rules section.
    • Click + Add Break Rule.
    • Enter the number of minutes to be deducted after a set number of hours worked.
    • Click Save. The Save button is in the bottom right corner of the screen.

    Screenshot 2024-10-22 at 12.54.36

    • You can add more than one break rule by clicking + Add Break Rule again.

    • Deducted breaks are shown in brackets on the Week Details screen.

    Break notifications

    If a team member has clocked in via the Alkimii app, they will receive a notification reminding them to take their break, based on the break rules set on their profile. This notification will repeat every 30 minutes until the break has been clocked.

    If you do not want to receive these notifications, you can turn them off in My Settings within Alkimii.

    Screenshot 2025-01-14 at 16.24.16

     

     

     

    Clock ID & Clock Verification

    The Clock ID is a unique number assigned to each team member. It is used to enrol them onto the iPad clock app for clocking in and out.

    You can find a team member's Clock ID in the Clock section of the Rostering tab. You will need this number if:

    • The team member is being enrolled onto the clock app for the first time.
    • The team member has opted out of biometric or facial recognition and needs to clock in using their ID instead.

    Clock Verification Level

    The Clock Verification Level controls how strictly the system checks a team member's identity when they clock in. You can adjust this to suit the needs of your site, balancing security with ease of use.

    To change the verification level:

    1. Go to the Clock section within the Rostering tab.
    2. Click the Clock Verification Level dropdown.
    3. Select the appropriate level.
    4. Click Save.