Roster Hours Overview

Note: Screenshots in this article use data from our internal demo organisation. Any organisation IDs or user IDs visible in the screenshots reference our demo dataset, not your or any other customer's data.

🎯 Overview

Compare and summarise rostered shift hours across your organisation, with the flexibility to pivot the view by location, role, contract type, and more.

This report:

Pulls together rostered shift data with the option to include or exclude agency staff, absence shifts, and open shifts
Summarises hours (or shift counts) by worked location, contract type, shift type, type of work, and employee
Lets you choose how to pivot and what to measure, so the same dataset can answer several different questions

Use this dashboard to:

See how rostered hours break down across locations, roles, and contract types over a chosen period
Switch between hours and shift counts to spot patterns in volume vs duration
Drill into a per-employee summary for the selected period, with worked-location context

📣 What's New?

2026-06-27 — A Pay Variant column is now included on the Pivot Data tab. Rows without a pay variant set show as "No pay variant yet".

➕ Benefits

One dashboard answers multiple staffing questions by switching the pivot and measure rather than opening separate reports
Toggle agency staff, absence shifts, and open shifts in or out without leaving the dashboard
Export the pivot data tab as a CSV or Excel file when you need to slice the numbers further offline

🗂️ Dashboard Tabs

Tab	What it shows	Best for
Overview	Total rostered hours (or shift count) for the period, with an employee-level table	Quick top-line view of staffing volume across the selected filters
Summaries	Breakdowns of the chosen measure by worked location, contract type, shift type, and type of work	Comparing rostered hours across organisational and shift dimensions
Pivot Data	A flat row-level dataset of shifts within the selected period	Exporting the underlying data or building your own pivot tables

Roster Hours Overview tabs cycling through Overview, Summaries, and Pivot Data

Overview

The Overview tab gives you the headline figure for your filter selection alongside an employee-level table. At the top you'll see a Latest Data Sync indicator showing when the data was last refreshed, a Time period tile confirming the active date range, and a Total Count scalar summing the selected measure across the period.

Overview — a row per employee with their employee number, name, base location, job title, contract type, and worked location (parent and grandparent included). Useful for confirming who was rostered within the period and where.
Location specification — a prompt that appears only when no Location, Parent Location, or Grandparent Location filter is set, reminding you to narrow the view. It's hidden once a location filter is applied.

Summaries

The Summaries tab takes the selected measure and breaks it down four ways so you can compare across structural cuts of the data. Each summary card shows the same measure value (hours or shift count) aggregated by a different dimension.

Summary by Worked Location — totals grouped by the location the shift was worked at, with parent and grandparent locations alongside.
Summary by Contract Type — totals grouped by employment contract type (e.g. Full Time, Part Time).
Summary by Shift Type — totals grouped by shift type.
Summary by Type of Work — totals grouped by the type of work performed.
Summary by Employee (Overview Totals) — a per-employee total for the same measure, with full employee and worked-location context.

These cards hide when there's no data to show for the current filters, so an empty selection won't return a wall of zeros.

Pivot Data

The Pivot Data tab exposes the underlying shift-level data behind the summaries. Use it when you want to pull the rows into Excel or Google Sheets and build your own pivots.

Pivot Data — one row per shift in the selected period, with employee details, base and worked locations, job title, contract type, type of work, absence type, pay variant, shift start and end dates, and the measure value. Rows without a pay variant set show as "No pay variant yet". Combine this with the download options below to export.

🎛️ Filters

Standard Filters

Location / Parent Location / Grandparent Location — filter by organisational hierarchy
Job Title — filter by employee role
Contract Type — filter by employment contract
Full Name / Employee ID — find a specific employee

Report-Specific Filters

Filter	Default	What it does
Start Date	First day of the current week (per organisation week-start setting)	Sets the start of the rostered-shift window
End Date	Last day of the current week (per organisation week-start setting)	Sets the end of the rostered-shift window
Shift Type	--	Narrows to one or more shift types
Absence Type	--	Narrows to one or more absence types
Type of Work	--	Narrows to one or more types of work
Worked Location / Worked Parent Location / Worked Grandparent Location	--	Filter by where the shift was actually worked, not where the employee is based
Is Paid	All	Narrows to paid, unpaid, or all rostered hours
Pay Variant	--	Narrows to one or more pay variants
Include Agency Staff	Include	Include, exclude, or show only agency staff in the totals
Include Absence Shifts	Include	Include or exclude absence shifts from the totals
Include Open Shifts	Include open shifts	Include open shifts, exclude them, or show only open shifts

Dynamic Parameters

The Pivot by and Measure parameters let you reshape the dashboard without changing your filter selection. Together they turn one dashboard into several views of the same underlying data.

Pivot by — controls how the summaries on the Overview and Summaries tabs are grouped. Default: Role.

Pivot by dropdown changing how the summaries are grouped

Measure — controls what's being counted in every total and summary card. Switching this swaps the cards between hour totals and shift counts. Default: Shift Hours.

Measure dropdown switching between shift hours and shift counts

📅 Date Filtering

The Start Date and End Date filters define the rostered-shift window for every card on the dashboard. When no dates are picked, the dashboard defaults to the current week based on your organisation's configured week-start day (e.g. Monday-to-Sunday). Shifts are included based on their start date.

Start Date filter selecting a custom date range

❗️ Important Definitions

Worked location vs base location — the worked location is where a shift was actually staffed; the base location is the employee's primary organisational unit during their employment period. An employee based at one home but covering a shift at another will appear under their worked location in the Summary by Worked Location card, and under their base location in the employee-level tables.
Open shifts — shifts on the roster that have no employee assigned. The Include Open Shifts filter lets you keep them in, exclude them, or look only at unassigned roster gaps.

❓ Common Questions

Why does my Total Count change when I switch Measure?

The Measure parameter decides whether totals are calculated as shift hours or as a count of shifts. Two roster cards covering the same period will look very different depending on which measure is active — switching to Shift Hours sums up the duration of each shift, while a count-style measure sums the number of shifts. Always check which measure is selected before comparing numbers across screenshots or exports.

Why don't agency or absence rows always appear?

The Include Agency Staff and Include Absence Shifts filters default to Include, but if they've been changed in your view, those rows will be excluded from every card — including the per-employee summary and the Pivot Data export. Reset them to Include if you expect agency or absence hours to appear and they're missing.

🗓️ Data Coverage

Data freshness: Refreshes every 30 minutes via the automated data pipeline. Check the Latest Data Sync indicator on the dashboard for the exact timestamp.

⬇️ Downloading Data

To download the current view as a PDF, click the download button in the top-right corner of the dashboard.
To download an individual chart or table as CSV or Excel, click the download button in the top-right corner of that chart. The Pivot Data tab is particularly useful for offline pivots.