Transfer

Use the Transfer page to move an employee to a different work group or a different location in your organization.

Please note: transferring an employee deletes any bid line preferences they have submitted for their work group’s bid package. Those choices will not be recoverable. Additionally, when transferring an employee you will likely overwrite their schedule, so pay special attention to the last page of the transfer process, which displays any schedule conflicts on the employee’s calendar that may need to be resolved before you complete the transfer.

To transfer an employee:

• Click the Employees tab.
• Find the employee you want to transfer in the table of employees and click the blue text link Edit in that employee’s row.
• Click the blue text link Transfer.
  

• Select the date that you want the transfer to occur on in the Transfer Date selector. You can only transfer an employee on today’s date or a date in the future.

• Select the location you want to transfer the employee to in the next drop-down menu.

• Once you select the location, the next drop-down menu displays all work groups available at that location. Select the work group you want to transfer the employee to.
  

• Click the blue Next > button to continue with the transfer or the Cancel button to discontinue the transfer.

• Update any employee information that may change with the transfer. All of these updates will be effective on the transfer date.
  

  • Job Title: You can change the job title of the employee to one that is available at their new location. Your Company Admin creates the list of job titles. If you do not see a job title listed here that you need, consult your Company Admin.

  • Employee Status: Use this drop-down menu if you want to change an employee's status. Make sure to select an active status (such as Active FT or Active PT) if the employee is active. If you choose a status that is not active, the employee will not appear many places in RosterApps where you might expect to see them.

  • Shift Rule Set: Use this drop-down menu if you want to change the shift rule set that applies to the employee. It is best practice to assign an employee to the shift rule set that their work group uses. That way if you need to make a change you can simply edit the work group's rule set, instead of changing rule sets for each individual. Only use individualized rule sets in exceptional circumstances, such as disciplinary action. To use the work group's rule set, select (take from workgroup) in the drop-down menu.

  • PTO Rule Set: Select the PTO rule set that applies to the employee in the drop-down menu. It is best practice to have employees use their work group's rule sets by default. To use the work group’s rule set, select (take from work group) in the drop-down menu.

  • UTO Rule Set: Select the UTO rule set that applies to the employee in the drop-down menu. It is best practice to have employees use their work group's rule sets by default. To use the work group’s rule set, select (take from work group) in the drop-down menu.

  • VTO Slot Rule Set: Select the VTO rule set that applies to the employee in the drop-down menu. It is best practice to have employees use their work group’s rule sets by default. To use the work group’s rule set, select (take from work group) in the drop-down menu.

  • Pay Rate: If the employee's pay rate changes with the transfer, enter their new pay rate in this field. RosterApps does not currently use this information, but you may want to enter it for your own records.

  • Group Trade Permissions: In this section you establish which work group(s) the employee can trade shifts with. By default, each employee can trade shifts with other members of their work group. If you want the employee to have the ability to trade with additional work groups, select them here. If an employee doesn't have permission to trade shifts with a certain work group, they will not be able to see open shifts from that work group on the trade board.
    • To add a Group Trade Permission:
      • Find the work group that you want to add a group trade permission for in the Available Groups list (left-hand box). Click the work group.
      • Click the right-pointing arrow button. The work group will move into the Selected Groups list (right-hand box).
    • To remove a Group Trade Permission:
      • Find the work group that you want to remove group trade permission for in the Selected Groups list (right-hand box). Click the work group.
      • Click the left-pointing arrow button. The work group will move into the Available Groups list (left-hand box).
  • Employee Skills: Use this section to add or remove a skill (or skills) to or from the employee. Which skills employees have is important, as each shift in RosterApps has a skill (or skills) associated with it, and if an employee does not have the required skill(s), they cannot work the shift (or pick it up from the trade board, receive it from a co-worker, etc.) This selection displays a list of the available skills at your location, with check-boxes beside them for you to select. If you do not see a skill listed that you think you should, please consult your Company Admin.
    • To give employees a skill, find the skill in the list and check the box next to it.
    • To take away a skill, find the skill in the list and un-check the box next to it.
    • To give employees all of the skills in the list, click the blue text link All.
    • To clear all of the selected skills, click the blue text link None.
  • Qualifications: Use this section to add or remove a qualification (or qualifications) to or from the employee.  This selection displays a list of the available qualifications at your location, with check-boxes beside them for you to select. If you do not see a qualification listed that you think you should, please consult your Company Admin.
    • To give employees a qualification , find the qualification in the list and check the box next to it.
    • To take away a qualification , find the qualification in the list and un-check the box next to it.
    • To give employees all of the qualifications in the list, click the blue text link All.
    • To clear all of the selected qualifications , click the blue text link None.
• Once you have completed the updates you want to make on this page, click the blue Next> button or the Cancel button to discontinue the transfer.
• RosterApps takes you to a new page that asks whether you'd like to assign the employee to a bid line in their new work group.
  
  
  • Click the 'No...' option button to transfer the employee without a bid line. You can assign them to one later.
  • Click the 'Yes...' option button to display all current available bid lines (as of the transfer date) in the employee's new location/work group. Select a bid line to transfer the employee onto that bid line. If no bid lines are available, RosterApps will indicate that.
• Once you have completed the bid line selection, click the blue Next > button at the bottom of the page.
• The next page displays the employee's previous (pre-transfer) schedule, as well as their new (post-transfer) schedule. RosterApps also shows you any potential schedule issues that you will need to address. We strongly recommend that you print this page if it displays any potential schedule conflicts. You won't be able to access this page again once you submit the transfer, so it is helpful to print a hard copy of shifts you may need to address on account of the transfer. A Supervisor-level user can address any shift issues after you've submitted the transfer.
  
• When you are ready to transfer, click the blue Submit Transfer button. RosterApps asks you to confirm your choice.
• Once you confirm the transfer, if you search to confirm that the employee is in the correct work group, keep in mind that the employee will only appear in the new work group after the effective transfer date. For example, if you set up the transfer to happen next Friday, the transfer will not occur until that Friday, and the employee might not show up in their new group if you're searching with today's date. You can change the as-of date (indicated by red circle in the image below) on Location Admin > Employees tab to a date in the future, after the transfer. You should then see the employee in the correct work group.