PRS Essential Reference > Vacancies > Vacancy Types > Rostered Vacancies

Rostered Vacancies are built around a vacancy roster. The vacancy roster records each shift — a roster entry per person per shift. Before you start rostering a vacancy you need to already have suitable candidates in the system along with their skills based pay rates.

All rostered vacancies have the same basic life cycle:

1.	Create a new Rostered vacancy from the Vacancies form.

2.	Enter the Rostered vacancy parameters.

3.	Add or copy roster entries to the roster using either the Roster Tool or using the View/Edit Roster... buttons on the Vacancies and Personnel forms. If necessary adjust the roster entries default Pay Rates, Start and End times, Breaks and Details.

4.	Contact the rostered candidates and confirm that they are available (ticking the corresponding roster entry's Confirmed checkbox as you go).

5.	After the roster entry shifts have been worked, confirm the Start Times, End Times, Hours Worked and Breaks (making any necessary changes and ticking the corresponding roster entry's Worked box as you go).

6.	At the end of the current pay period use the Roster Tool to select and then process Worked roster entries for the pay period.

Here's an expanded version of the basic steps along with summaries of how to process each step using the PRS. This example illustrates just one way of getting the job done — exactly how you process rostered vacancies depends on your business model.

Task

Execution

Get the client job order

1.	Create a new Rostered Vacancy and enter the client job details.

2.	Make this your Current Job.

Select and confirm suitable candidates

1.	Press the Find sidebar menu item on the Personnel Form and search for suitable candidates.

Work your way through selected candidates — Shift+Click the View/Edit Roster button on the Personnel Form to add the candidate to the current job. You will be warned if the candidate is already scheduled to work (Ctrl+Click the View/Edit Roster button on the Personnel Form to view the candidate's roster calendar).

You can confirm candidates as you add them or later from the Vacancy Roster.

Confirm job roster with client

Once you've confirmed the job roster you'll probably want to send a copy to the client:

1.	Open the Rostered Vacancy and press the View/Edit Roster button.

2.	Press the Print button on the Vacancy Roster form and select the Personnel Roster report format (or whatever format is most suitable).

3.	Send the printed report to the client.

Confirm candidate hours worked

Once the rostered shifts have been worked:

1.	Open the Rostered Vacancy and press the View/Edit Roster button.

2.	Tick the Worked checkboxes and make any necessary adjustments to the hours worked, breaks or shift Details.

Bill client and pay workers

Use the Roster Tool to process worked roster entries (invoicing, pay advice, and payroll summaries). You'll normally do this once per week (or whatever your billing cycle happens to be) for all rostered jobs.

1.	Select Roster from the PRS Tools menu.

2.	Press Roster Tool Select button.

3.	Enter a suitable date range.

4.	Tick the Worked checkbox and press OK.

5.	Press the Process Roster button.

6.	Select the task you want to run and press the Execute Roster Tasks button.

TIPS:

•	Use the roster entry Copy command on the roster forms to clone batches of similar roster entries, for example to duplicate on days or weeks roster entries.

•	Set the rostered vacancy you're working on as the Current Job. The current job is the default job for the roster Add and Copy commands and you won't need to type as much.

•	Use the Goto buttons on the roster forms to view and edit candidate details and pay rates.

•	Ctrl+Click the View/Edit Roster button on the Personnel Form to view the candidate's roster calendar.

•	Shift+Click the View/Edit Roster button on the Personnel Form to add the candidate to the current job.

•	Tick the Export roster files checkbox on the Process Roster dialog to export roster data to your payroll system (you can customise the exported files using the Options Roster Tool command).