ActivityRoster
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How to use ActivityRoster

Twelve short videos, each with a step-by-step guide, in the order you'll need them: set up your centre, add your team and courses, build and confirm the roster, then leave, pay and the instructor app.

Problems on the roster

What contradicts your rules right now, not just at the moment someone was assigned.

What it looks like

Problems on the roster: Clashes, people in places they aren't qualified for, sessions with no Senior Instructor on duty and short-staffed sessions, worked out from the roster as it stands now.
Clashes, people in places they aren't qualified for, sessions with no Senior Instructor on duty and short-staffed sessions, worked out from the roster as it stands now.

Screens from a made-up centre. Click any screen to see it full size.

Checks used to run only when you assigned someone. Sessions move, people mark themselves Busy afterwards, leave gets approved, a boat goes into maintenance. The problems list looks at the roster as it stands today and tells you what no longer adds up.

What it finds

  • Double-booked: the same instructor on two courses in the same session (AM, PM or EV) on the same day, when you check for clashes. A session before or after is fine. If the times typed for back-to-back sessions run into each other (a morning down until 13:30 and an afternoon from 13:00), it shows as a warning with the exact overlap. Centres that run to set times compare the times instead, and one ending at 13:00 with the next starting at 13:00 is not an overlap.
  • Rostered while Busy or on approved leave, and anyone who hasn't marked a slot Free yet (counts as Busy).
  • Someone who said they can't make it and still needs replacing.
  • Not cleared to roster (an expired mandatory check); someone whose instructor types don't cover the course, or who isn't the place's instructor type (or higher on its ladder).
  • No Senior Instructor on duty: an Assistant or Dinghy Instructor (or another type that teaches under supervision) on a session with no Senior Instructor for that ladder on in the same slot. It starts once you've recorded at least one Senior Instructor.
  • Instructor type expired: someone is on a session after the expiry date recorded for the instructor type that puts them in that place. It's a warning only and never stops you rostering them: update the date on their profile once they've renewed.
  • Short of instructors for the ratio (when you flag ratios), and equipment clashes or units in maintenance.

Where you see it

  • Dashboard: a tile with the count for the next four weeks and the list underneath.
  • Roster: the week's problems above the roster, and a ⚠ on each affected session.
  • The morning digest email lists today's problems.
  • Instructors see their own in the app (rostered while Busy, on leave, or on two courses at once) with a link to fix their availability.
  • After you move or add a session, the message tells you straight away who it now clashes with.
Tip: Red items block rostering (an override was used, or something changed later); amber ones are warnings. Click the course name to sort it out.
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