Rosta User Guide | Step-by-step help for Employees and Managers

Guide for employees

Everything you do in the Rosta app — from your first sign-in to checking out at the end of a shift.

Getting started #

App Scan QR Sign in My Work

Your manager sets you up in Rosta and gives you a 6-digit employee code. The first time you open the app it starts on a QR scanner — scan the code your manager shows from the dashboard, then enter your employee code once.

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The app opens on a QR scanner
The first time you open Rosta, the camera opens straight away to scan a QR code. Point it at the code your manager shows from the dashboard's QR Page. Once it's read, the sign-in screen below appears. Scanned the wrong code? Tap Scan Again at the top.
Choose Employee
On How are you signing in?, tap Employee.
Enter your code — once
Type the employee code your manager gave you. The app remembers it, so you only do this once.
HR / Admin on the same screen is for managers.
Meet My Work
You land on My Work, your home screen. Your name and code are shown at the top.
Everything is a tile
Each tile opens one part of the app: checking in, shifts, open shifts, leave, HR tickets and tasks.
Check your notifications
The bell at the top right shows your notifications.

What each tile is for

Tile	What it's for
Check in / out	Clock in or out with a selfie and your location. Tour
My Shifts	Your published roster shifts, and cover requests. Tour
Open Shifts	Extra shifts you can accept or decline. Tour
My Leave	Request leave and manage medical certificates. Tour
HR Tickets	Requests about timesheets, availability, incidents, expenses and more. Tour
My Tasks	View, start, pause and complete tasks. Tour
My Profile	View and edit your details.

Check in and check out #

App My Work Check in / out

Every check-in and check-out is verified three ways: a selfie, your employee code and your location.

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My Work home screen with the Check in / out tile at the top

Open Check in / out
On My Work, tap Check in / out.
Take a selfie
Look at the camera. Tap Retake if it's blurry or your face isn't clear.
Check your code and location
Your employee code is filled in. The location card shows your workplace, how far away you are — for example 2m away — and a green tick when you're inside the allowed area.
Check In — or Check Out
Tap Check In at the start of your shift, or Check Out at the end.
Confirm
Check the time and date, then tap Confirm Check In. Tap Go Back if you pressed it by mistake.

Rules to know

Be at work. Rosta compares your position with your company's work locations. You can only check in inside the allowed area around your workplace.
Stay on site during your shift. If you leave the work area while checked in, the day gets a Yellow Flag — Left site and your manager decides whether the time away is deducted.
Always check out. If you don't check out within the grace period after your shift ends, the session is closed automatically with a Red Flag and the day's hours show as zero until HR reviews it. Raise an HR ticket with your real finish time so your manager can fix it.
Check in on time. Some shifts have a latest check-in time. After it, you're moved to the next available shift.
Breaks follow your shift's break policy, which sets how long a break is and when it can be taken.

Forgot to check out, or checked in at the wrong time? Raise an HR ticket so your manager can correct your record.

Check in with a workplace QR code #

Phone Scan the QR code at your workplace

Some workplaces show a Rosta QR code on a screen or tablet. Scanning it opens a secure check-in page in your phone's browser.

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Security Check page with Enable Location, Open Camera and an employee code field

Scan the code
Point your phone's camera at the QR code at your workplace and open the link. The Security Check page opens.
Enable location
Under Location verification, tap Enable Location and allow access.
Take a selfie
Under Selfie verification, tap Open Camera and take a selfie.
Enter your code
Type your employee code, tap Continue and follow the prompts on screen.

Each QR code works once only. If the code has already been used, a new one can be shown with Generate New QR. The My Tasks button at the top of the page opens your tasks.

Your shifts and cover requests #

App My Work My Shifts

My Shifts lists the shifts your manager has published for you — and lets you ask for cover.

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Open My Shifts
On My Work, tap My Shifts.
Pick the week
Use the arrows at the top to move between weeks.
Read your shift
Each shift shows its name, date, start and end time, and location.
Can't make it? Request Coverage
Tap Request Coverage. Your manager gets a coverage alert and can arrange someone to cover the shift.
Refresh
Tap the refresh icon at the top right to load the latest roster.

Want more shifts? It's about your availability

Your manager keeps a list of the days and shifts you could work — your availability. Your contracted days are always on it; other days are only on it if your manager adds them.
You're only offered open shifts and cover shifts on days you're marked available. If you're casual and free on more days than you're rostered, ask your manager to add them — raise an HR ticket with the category Availability change.
When you tap Request Coverage, your manager sees exactly who is free that day and assigns the cover from the roster.

On an approved leave day your shift is marked OFF. You don't need to check in, and nothing is deducted.

Pick up open shifts #

App My Work Open Shifts

When your workplace needs extra people, managers post open shifts that employees can claim.

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Open Open Shifts
On My Work, tap Open Shifts.
See what's available
Each shift shows the date, time and location.
Check the spots left
For example 3/5 spots left — claim it before it fills.
Accept or decline
Tap the shift to open it, then accept or decline it.
Filter the list
Use All, Accepted, Declined, Upcoming and Past to find shifts quickly.

Request leave #

App My Work My Leave

Request time off and see how much leave you have left.

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My Leave with remaining balance and the Request Leave form

Check your balance
In My Leave, your remaining balance — for example Annual and Sick / carer — is shown at the top.
Tap Request Leave
The request form slides up.
Choose the type
Pick the leave Type. Rosta shows how many days you have left and how many this request uses.
Pick the dates
Choose the From and To dates, and add a reason if you like.
Submit
Tap Submit Request. Your manager approves or rejects it in the dashboard.

Need to provide a medical certificate? You can manage medical certificates from My Leave.

Raise an HR ticket #

App My Work HR Tickets

HR tickets are how you contact HR or your manager — for timesheet corrections, availability changes, incidents, expenses and more.

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Tap New Ticket
In HR Tickets, tap New Ticket.
Choose a category
General Inquiry is selected by default — change it to match your request.
Describe your request
Write a short Subject, then the Details.
Submit
Tap Submit Ticket. Your manager replies and updates the status as they work on it.

Then it's a chat

Open the ticket to see the conversation. Your messages are the blue bubbles marked You; replies from your manager are marked Support, each with the time.
Type in Type a reply… and tap send. Replies arrive within seconds — no need to close and reopen the app — and the bell at the top of My Work counts new ones.
The line under the title shows the category and the status — General Inquiry · IN PROGRESS — which your manager updates to Resolved or Closed when it's done.

Use a ticket for anything that needs a record: a forgotten check-out (give your real finish time), a day you want to be available for extra shifts, an expense, or an incident.

Work on tasks #

App My Work My Tasks

Tasks are pieces of work your manager assigns to you, or that you request yourself — useful for work that isn't measured by a shift.

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Open My Tasks
Here you view, start, pause and complete the tasks assigned to you. When you mark a task complete, your manager reviews it.
Request your own task
Tap + at the top right.
Give it a title
The Title is the only required field.
Add the details
Add a description and the Expected Duration if you like.
Attach a photo or file
Useful when a picture explains the work better.
Submit
Tap Submit Request.

A task counts toward your pay only after your manager approves it. They can confirm or adjust the duration when they approve.

Guide for managers

Set up your workplace, build rosters, approve requests and keep track of hours and wages in the Rosta dashboard.

Sign in and find your way around #

Dashboard rosta.au/admin

rosta.au/admin

Rosta dashboard with the menu on the left

Sign in
Go to rosta.au/admin, enter your Email and Password, then select Sign in. Forgot it? Select Forgot password?
Everything is in the menu
The menu on the left groups the dashboard into Workforce, Schedule, Reports & Payouts and Operations, plus the QR page and Settings.
Watch your alerts
The icon with a number at the top right opens Notifications and shows how many are unread.

The menu at a glance

Menu item	What you do there
Dashboard	See hours, wages and check-ins for a period. Tour
Tasks	Create, assign and approve tasks. Tour
WorkforceEmployees · Leave · Availability	Employee records and pay rates, leave approvals, and which days people can work. Tour
ScheduleLocations · Shifts · Roster · Open Shifts · Holidays	Work sites, shift templates, the weekly roster, open shifts and public holidays. Tour
Reports & PayoutsReports · Payouts	Attendance history, corrections and exports, and payments recorded to employees. Tour
OperationsInbox · Tickets · Geofence · Notifications	Pending approvals, HR tickets, geofence offenses and alerts. Tour
QR Page	Open the attendance QR code for a kiosk screen. Tour
Settings	Payroll week and password. Tour

First-time setup #

Dashboard 9 stops, in this order

Set things up in this order so each step has what it needs from the one before. Each card opens its tour.

Set your payroll weekThe day and time your week starts.
Add work locationsWhere employees can check in.
Create shiftsHours, grace period and breaks.
Import public holidaysUsed for rostering and pay rates.
Add employeesName, code, start date and location.
Set the contract and pay ratesHours per week, fixed days, weekend and holiday rates.
Set availabilityWhich days each person can work.
Build and publish the rosterShifts appear in each employee's app.
Set up check-inShare codes and the attendance QR code.

The dashboard #

Dashboard Dashboard

The dashboard summarises your workforce for the period you choose.

rosta.au/admin

Dashboard with period buttons, a pre-tax notice and summary cards

Pick a period
This Week, Last Week, Month to Date, Last Month or Custom.
Timezone and Compare
Pick the timezone the figures use, and select Compare to compare periods.
Remember: pre-tax
Wage figures are estimates before tax — gross references, not net pay.
Read the cards
Active employees, hours worked, total wages, how many checked in (and the rate), and average hours per employee who worked.
Paid vs unpaid
Wage Payment and Wages show what's earned, paid out and still unpaid. Further down: top employees by hours and who's checked in right now.

Add work locations #

Dashboard Schedule Locations

Locations are where employees are allowed to check in and out. Each has a geofence — a circle around the site that the employee's phone must be inside.

rosta.au/admin/locations

Add Location
Select Add Location.
Name it
Enter a Location Name, for example Main Office.
Set the point
Enter the site's Latitude and Longitude. In Google Maps, right-click the spot — the coordinates appear at the top of the menu.
Set the radius
Allowed Radius (meters) is how far from that point employees can check in. Big enough for normal GPS accuracy, small enough that staff must be on site.
State and status
Choose the State / Territory and keep Location Status on so employees can use it.
Create Location
Select Create Location.

Create shifts #

Dashboard Schedule Shifts

A shift is a reusable template — name, location, hours and timezone — that you use when building the roster.

rosta.au/admin/shifts

Add shift
Select Add shift.
Name and location
Enter a Shift name (for example Morning Shift) and choose the Work location.
Start and end
Set the Start time and End time. A shift can run past midnight.
Latest check-in (optional)
After this time, employees are automatically moved to the next available shift. Leave it blank to allow check-in any time during the shift.
Timezone
For example Australia/Sydney. Type to filter the list.
Grace period before red flag
How long after the shift ends an employee can still check out before the session is closed automatically and flagged red. 0h 0m flags it straight away. For example, 0h 5m on a shift ending at 15:45 flags any session still open at 15:50.
Add a break policy
Further down, select Add break policy row. Give the break a name (for example Short Break) and the window it can be taken in — From and To. The window length is the break length.
Choose the break type
Unpaid — deducted from the employee's paid time. Paid — counted as worked time. Overtime ×2 — a window paid at double rate. Keep Active when shift is saved ticked.
Create shift
Keep Shift active on and select Create shift. Shifts at the same location must not overlap — if they do, Rosta tells you which shift is in the way.
Read the card
Each shift is a card: working hours and timezone, the grace period chip, and the break policies at the bottom with their type — UNPAID, PAID or OVERTIME ×2. Edit changes any of it later.

How breaks show up later

Every break the employee takes appears as its own row in their sessions — Paid Break or Unpaid Break — next to the Shift rows.
Unpaid breaks are taken off the net time and the day's amount; paid breaks are not.
An Overtime ×2 window pays double for the time worked inside it and shows in the Overtime column of the report.

The timezone is per shift, so a workplace in another country can run on its own local clock (for example Asia/Jerusalem) while the dashboard shows figures in whichever timezone you pick.

Public holidays #

Dashboard Schedule Holidays

Rosta uses national and state public holidays for rostering and pay rates.

rosta.au/admin/holidays

Public holidays page with import and add buttons

Import the year
Select Import 2026 AU holidays to add the year's holidays in one go.
Or add one yourself
Select Add holiday, enter a Name and Date, tick National holiday if it applies nationwide, then select Add.
Check your state
Use the Year and State filters to check the list.

Add and manage employees #

Dashboard Workforce Employees

rosta.au/admin/employees

Create Employee
Select Create Employee.
Basics and code
Enter the full name. Rosta generates the employee code automatically — select Regenerate for a different one.
Start date, mobile, location
Add the start date, mobile number and primary location.
Employment
Employment type (Full Time, Part Time, Casual) and work pattern (Fixed, Flexible, Casual / As needed). Scroll on for role, contracted hours, standard days, the shifts they work, leave entitlement and pay rates — each field is explained in Contract, working days and pay rates.
Create — then share the code
Select Create Employee and give the employee their code. When they open the app for the first time it starts on a QR scanner — show them the QR code from your dashboard, then they enter their code.
Open the profile
View on the employee list opens the profile with their employment details.
Check the pay rates
If the Saturday, Sunday or public holiday rate is missing, those hours fall back to the base rate until you set it.

Three fields that drive everything else

Contracted hours / week — net time above this is overtime.
Standard days and Shifts they work — these become the employee's locked Contract days in Availability and the grey usual day cards that appear on the roster every week.
Estimated pay rates — base, Saturday, Sunday and public holiday — used for every session, for paid leave, and for the figures on the dashboard.

The next topic walks through these fields one by one on the Edit Employee form.

Contract, working days and pay rates #

Dashboard Workforce Employees Edit

The lower half of the employee form is the employee's contract in Rosta: how they're employed, how many hours a week they're contracted for, which days and shift are fixed, and the hourly rate for a normal day, a Saturday, a Sunday and a public holiday. Every session, leave day and overtime figure is worked out from these fields.

rosta.au/admin/employees

Edit Employee form: employment type, contracted hours, working days, shifts, leave entitlement and pay rates

Employment type and work pattern
Employment type is the kind of contract: Full Time, Part Time or Casual. Work pattern is how their week is arranged: Fixed — the same days every week; Flexible — contracted hours, but the days can change; Casual / As needed — no set days, rostered when you need them.
Contracted hours / week
The hours the contract guarantees each week — for example 38 for a full-timer or 10 for a part-timer. This is the line for overtime: net time above it is shown as OT. See Employee sessions and overtime.
Role
A job title, for example Manager or Barista. It's shown on the profile and the employee list.
Standard days
Select the days fixed by the contract — here Mon–Fri. These become locked Contract days in Availability and appear as grey usual day cards on the roster every week.
Shifts they work
Choose the shift the contract ties them to, for example Morning · Harbour Café. Leave it empty and they're available for any shift on their working days.
Leave entitlement (days)
Annual and Sick days per year. It's a fixed allowance you set; the remaining balance is worked out from approved leave and isn't edited here.
Base rate
The hourly rate (A$) for a normal day — Monday to Friday. It's used for shift sessions, for tasks paid hourly, and for paid leave on those days.
Saturday and Sunday rates
The hourly rate for weekend work. A session on a Saturday is valued at the Saturday rate for its whole net time, a Sunday at the Sunday rate. Enter each one — they can differ.
Public holiday rate
The hourly rate for a date listed under Holidays. On that date it applies instead of the weekday or weekend rate.
Save Changes
Select Save Changes. The profile now shows all four rates under Estimated pay rates, and new sessions use them.

Which rate is used on which day

Day of the session	Rate used	Example (8 h net, rates from the form above)
Monday to Friday	Base	8 h × A$7 = A$56
Saturday	Saturday	8 h × A$12 = A$96
Sunday	Sunday	8 h × A$12 = A$96
Public holiday (any day of the week)	Public holiday	8 h × A$15 = A$120
Any day whose rate is empty	Base	The profile shows a yellow Rate missing warning until you set it

The rate is chosen by the date of the session; public holidays come from the Holidays page, so import the year first.
Paid leave uses the rate of the day it falls on — you can see it per day in the leave approval window.
Overtime and a shift's Overtime ×2 window come on top of these rates — see how overtime is worked out.

Set the weekend and public holiday rates before the first weekend roster. Until then those hours are paid at the base rate and the profile shows Rate missing: Saturday, Sunday, Public holiday.

Employee availability #

Dashboard Workforce Availability

Availability is the list of days and shifts each employee could work — not just the days they're contracted for. Rosta uses it to decide who can be offered an open shift, who can cover for someone, and which shifts to show when you add a shift to the roster.

rosta.au/admin/availability

Availability editor for one employee, with contract days locked and extra days ticked

See the summary
How many employees have availability set, how many are not set, and how many people are available on each day of the week.
Pick the employee
Select a person in the list. Their weekly pattern opens on the right, one row per day.
Contract days are locked
Days marked Contract come from the employee's standard working days and shift (set on their profile). They are always available and can't be unticked here.
Tick the extra days
Tick any other day the employee is free to work. This is how a casual who is contracted for two days can still pick up shifts on four.
Any shift, or specific shifts
Leave the chips unselected to mean any shift that day, or select specific shifts (for example Night only).
Quick patterns
Weekdays, Every day, Weekends only and Clear all fill the week in one click.
Save
Select Save. Further down, One-off overrides let the employee work a specific shift on a specific date (next ~60 days) on top of the weekly pattern.

Why this matters

Example. A casual works Tuesday and Thursday, but is free Monday, Wednesday and Friday. Mark those three days available and they can accept open shifts and cover requests on them.
Covering a no-show. When a full-timer asks for cover, Assign coverage on the roster only lists people who are available that day — and only the shifts they can work. No guessing, no calling around.
Adding to the roster. The Add shift window on the roster shows only the shifts that employee is available for on that date.
Bulk edit. Tick several employees in the list and choose Bulk edit to give them all the same weekly pattern.

Employees can't change their own availability. If someone wants to be offered more shifts, they raise an HR ticket (category Availability change) and you update it here.

Build and publish the roster #

Dashboard Schedule Roster

The roster is your weekly plan: one row per employee, one column per day.

rosta.au/admin/roster

Weekly roster grid with employees in rows and days in columns

Choose the week
Move between weeks with the arrows (or This week), and filter by location or employee.
Add a shift
Select + in an empty cell, or tap a grey usual day card, or use Add shift.
Only available shifts are offered
The window shows the employee, the date and only the shifts they are available for on that day (from their availability). Tick one or more, add a note if you like, then Save.
Edit or delete
Select a dark scheduled shift to change it, then Save or Delete.
Save time
Copy to next week reuses this week's roster; Auto-draft creates a draft for you to adjust.
Publish
When the week is ready, select Publish. Employees see their shifts in the app under My Shifts.
Usual days appear by themselves
A new employee's standard days and shift show up as grey Tap to schedule cards every week, so you only confirm them.
Approved leave shows as OFF
When you approve leave, the shift on that day stays on the roster but its status becomes OFF — the employee isn't expected, and nothing is deducted for a missed check-in.

When someone can't make a shift

Edit shift window for a shift that needs cover, with Delete, Assign coverage and Cancel buttons — A shift marked **Needs cover** — select it and choose *Assign coverage*.

When an employee taps Request Coverage in the app, their shift turns amber — Needs cover — and you get a coverage alert.
Select the shift, then Assign coverage. Rosta lists only the employees who are available that day, and for each one only the shifts they can work. You can adjust the shift or time right there.
Pick the replacement and save — the original employee is released and the cover sees the shift in their app.

Reading the roster

Scheduled
Confirmed
Needs cover
Published
Unavailable
Override available

The count and status under the title — for example 11 shifts · Draft — tell you whether the week has been published.
Grey cards are an employee's usual days that haven't been saved yet.
Unavailable days come from availability. Marked unavailable under a shift warns that it falls on a day the employee marked as unavailable.
Needs cover means the employee has asked for someone to cover the shift.
OFF on a dark card means approved leave on that day.

Open shifts and cover requests #

Dashboard Schedule Open Shifts

Post an open shift when you need extra people. Employees claim it in the app.

rosta.au/admin/open-shifts

Post open shift
Select Post open shift.
Date and shift
Pick the Date and a Shift, or choose Custom time….
Full or partial
Choose the Duration: Full shift or Partial hours.
How many, and where
Set Employees needed, the Location and any Notes.
Post
Select Post. The list shows staffing (e.g. 1/4, 3 left), who accepted, and the status — Open, Filled or Cancelled.

Cover requests and understaffed alerts

When an employee taps Request Coverage, you get a Coverage alert. Select Go to Roster, open the amber shift and choose Assign coverage — only people who are available that day are offered.
Open shifts work the same way: an employee can only see and claim an open shift on a day they are marked available for.
If an open shift still needs people as its start time gets close, Rosta sends a Shift understaffed alert.

Review leave requests #

Dashboard Workforce Leave

Employees request leave in the app. You review it here — new requests also appear in Notifications and the Inbox.

rosta.au/admin/leave

Leave requests with Approve, Reject and Details

Filter
Filter by Status, Employee or dates.
Check the request
Type, dates, number of days, remaining balance, certificate and reason.
Approve — a window opens
Select Approve. Before anything is saved, Rosta asks how the leave should be paid. (Reject declines it straight away.)
Choose how to value it
Valuation method applies to every day: Scheduled shift hours × rate (the default), Fixed hours × rate, Manual dollar amount, or Percentage of a day.
Adjust each day
Each day shows the rate that applies (base, Saturday, Sunday or public holiday). Untick Paid to make a day unpaid, change the method for one day, or type the hours or amount in Value.
Check the total
The bar shows paid and unpaid days and the total paid leave that will be added to the employee's earnings.
Add a note (optional)
The employee sees it with the decision in the app.
Approve ($)
Select Approve ($…). The request becomes Approved, the remaining balance drops, and the roster is updated.
Details
Change the type, dates or reason, add notes and see the history of any request.

What happens after you approve

On the roster the employee's shift on each leave day is kept but marked OFF. It isn't offered as an open shift or a cover request — the employee is simply off.
In the employee's sessions a row appears for the day — for example Annual Leave (paid) — with the hours and the amount you approved, and the amount is added to their earnings as Paid leave.
Unpaid days still mark the shift OFF but add nothing to earnings.
No check-in is expected on a leave day, so there is no No show alert and nothing is deducted.

Leave types are Annual, Sick, Carer, Personal, Unpaid, Parental, Bereavement and Other. Balances come from the entitlement on the employee's profile minus approved leave.

Changing the dates of an approved request clears its costing. Approve it again to re-cost it.

Create and approve tasks #

Dashboard Tasks

rosta.au/admin/tasks

New Task
Select New Task.
Title
Give the task a Title (required).
Description and notes
Add a description and any Admin Notes — these are visible to the employee.
Assign it
Choose the Assigned Employee, or leave it unassigned.
Duration, grace, price
Duration is required; Grace (min) and Price (A$) are optional. Add an attachment if needed, then select Create Task.
Review completion
When an employee finishes a task, select Review Completion.
Check the work
The work periods show when they started, stopped and the total time worked.
Approve or reject
Approve Completion confirms the work and counts the earnings — it also covers approval of a task the employee requested.

Filter by date, status and employee. Statuses include Needs Creation Approval, Needs Completion Approval, Pending, In Progress, Paused, Overdue, Completed and Rejected.
Download the list with Export CSV, or share it with Share Link.

Attendance reports and corrections #

Dashboard Reports & Payouts Reports

Reports holds the full attendance history — every check-in and check-out session — with search, edit and export.

rosta.au/admin/reports

Reports page with filters, exports and sessions

Pick a period
This week, Last week, This month, Last month — or your own dates.
Filter and apply
Choose the timezone, status (Active, Closed or Red Flags) and location, then select Apply.
Export
Download with Export CSV or Weekly PDF.
Read each session
Check-in and check-out time, net time, break, overtime, estimated wages and status.
Edit a session
Select Edit to review or correct it.
Check the selfies
The check-in and check-out selfies are shown first (blurred in this example).
Check the wages
The wage breakdown shows gross time, break deducted, net payable time and the hourly rate used.
Set the status and save
Further down, set the status to Active, Closed or Red Flag, or assign the session to a shift. Then select Save changes.

What each row means

Row type	What it is
Shift	A normal check-in to check-out, with the shift name. Net time, overtime and amount are calculated from it.
Paid Break / Unpaid Break	A break taken under the shift's break policy. Unpaid breaks are taken off the net time; paid breaks are not.
Task Work	Time on an approved task, often Off-site, with the task name and rate.
Leave (paid)	An approved leave day, with the hours and amount you approved.
Yellow Flag · Left site	The employee left the work area during the shift. The time still counts, and a geofence offense is waiting for your decision.
Red Flag · No clock-out	No check-out within the grace period. The session was closed automatically and the day's hours are set to zero until you review it.

Forgot to check out? Fix the red flag

Filter by status Red Flags (or open the employee's profile — the row is highlighted red with Hours set to zero until HR review).
Select Edit, check the selfies and the shift, then enter the real check-out time.
Set the status to Closed and select Save changes. The hours and the day's amount are recalculated and count toward pay.
Employees are told to raise an HR ticket (timesheet correction) when this happens, so you'll usually have the correct time in writing.

Left the site during a shift? The yellow flag

The app records when an employee leaves the work area during an active shift. The day shows a Yellow Flag — Left site and a new offense appears under Operations › Geofence.
You decide from the dashboard: accept the offense and the time away is deducted from their balance, or decline it and nothing changes.

Overtime

Net time above the employee's Contracted hours / week (from their contract) shows in amber in the Overtime column, and the week's total in the OT chip — for example OT 4.63h · +$45.00.
Open the session with Edit to pay it as a bonus, adjust the hours or leave it out. Step by step, on a real week: Employee sessions and overtime.

Status	Meaning
Active (open)	The employee is still checked in.
Closed	Checked in and out normally.
Red Flag	Needs attention — for example, no check-out within the shift's grace period.

Setting a closed session back to Active removes its check-out and reopens it. The same week-by-week list, with Attendance only, Tasks only and Leave only filters and CSV exports, is on each employee's profile — the next topic reads one week of it row by row.

Employee sessions and overtime #

Dashboard Workforce Employees View Employee Sessions

Employee Sessions is the week-by-week record on each employee's profile: every shift, break, task, leave day and flag is one row, with the hours and the amount it earned. It's also where overtime becomes visible.

rosta.au/admin/employees/…

Employee Sessions list for one week: shift, break, task work, annual leave, yellow flag and red flag rows with net time, overtime and amount

The week
The payroll week at the top — 26/9/2026 – 2/10/2026 — with the hours and amount earned today under it (9.63h · $192.67 today). The small arrow at the right end folds the week away.
Tasks this week
How many task sessions the week contains.
OT — the week's overtime
The amber chip adds up the overtime of every row in the week — OT 4.63h — and the extra money it adds to the week's pay, +$45.00.
The columns
Date, Check in / Check out (with the location, or Off-site for task work), Type, Net time, Overtime and Amount.
A shift row
29 Sep: checked in 09:02 am, out 05:15 pm at Rosta, on the Morning shift. Net time 7h 13m is the paid time after unpaid breaks are taken off; Amount $135.20 is that time at the day's rate.
Where overtime shows
The amber figure in the Overtime column — 1h 13m — is the part of that net time above the employee's contracted hours. It's included in the row's amount and counted in the OT chip at the top. A dash means no overtime on that row.
Break rows
A break taken under the shift's break policy is its own row. Paid Break counts as worked time and has an amount; Unpaid Break (40m here) has no amount and is taken off the net time.
Task Work
Time on an approved task — Stock take, paid Hourly, done Off-site. Task time counts toward overtime as well (2h 00m here).
Annual Leave (paid)
An approved leave day has no check-in or check-out; it shows the hours and amount you approved — 8h, $120.00. Leave never creates overtime.
Yellow Flag — Left site
The employee left the work area during the shift. The time still counts for now, and a geofence offense waits for your accept or decline.
Red Flag — No clock-out
Checked in at 11:18 am and never checked out. The row turns red, the hours are 0h 00m and the amount $0.00 — Hours set to zero until HR review. Fix it as in Reports.
The ⋮ menu
Each row's menu opens the session so you can edit the times, change the status or approve the overtime.

How overtime is worked out

1 · The line. Contracted hours / week on the employee's contract — say 38 h for a full-timer or 10 h for a part-timer — is the normal working time Rosta expects in a payroll week.
2 · What counts. Only net time: check-in to check-out minus unpaid breaks. Paid breaks and hourly task work count; leave days don't.
3 · The overtime. Net time above the line is overtime. It appears in amber in the Overtime column of the session where it happened, and the week's total goes in the OT chip.
4 · The money. Overtime is valued at the rate of the day it falls on (base, Saturday, Sunday or public holiday); the extra it adds on top of normal pay is the +$ in the OT chip. Time inside a shift's Overtime ×2 break window is paid double.
5 · Your decision. Overtime is an estimate until you open the session (⋮ here, or Edit in Reports) and pay it as a bonus, adjust the hours or leave it out. What you approve appears under Overtime & bonuses in Earnings & Payouts.

Row type	Counts toward net time?	Can produce overtime?	Has an amount?
Shift	Yes	Yes	Yes — at the day's rate
Paid Break	Yes	Yes	Yes
Unpaid Break	No — deducted	No	No
Task Work	Yes	Yes	Yes — hourly or the task's fixed price
Leave (paid)	No	No	Yes — the amount approved with the leave
Yellow Flag	Yes, until you accept a deduction	Yes	Yes
Red Flag	No — zero until reviewed	No	$0.00 until reviewed

Above the list on the profile you'll also find Attendance only, Tasks only and Leave only filters, plus Sessions CSV and Tasks CSV exports for your payroll provider.

Geofence offenses #

Dashboard Operations Geofence

Each time an employee leaves the work area during an active shift, Rosta records a geofence offense for you to review. In the employee's sessions that day shows a Yellow Flag — Left site.

rosta.au/admin/geofence

Geofence offenses page with totals and filters

See the totals
Total offenses, how many are pending review, and accepted deductions.
Show what's pending
Tick Pending offenses only. You can also filter by employee and dates.
Accept or decline
Review each offense: accept it and the time is deducted from the employee's balance, or decline it with no deduction.

Tickets, inbox and notifications #

Dashboard Operations

rosta.au/admin/notifications

Notifications with leave and understaffed alerts

It's all in Operations
Inbox — pending approvals. Tickets — HR requests from employees. Geofence — offenses. Notifications — alerts.
Filter alerts
All, Unread, Leave, Tickets and Coverage.
Read the alert
Leave requests, coverage alerts, understaffed shifts and new tickets each have their own label.
Jump to the right page
Each alert has a shortcut: Go to Leave, Go to Roster or Go to Ticket.
Clear them
Use Mark read or Delete on an alert, or Mark all read at the top.
Chat inside a ticket
Open a ticket from Tickets (or Go to Ticket on an alert). It's a conversation: the employee's messages on the left, yours on the right as You, each with its time.
Reply
Type in Type a reply… and select Send. The employee sees it in the app within seconds — and their replies appear here the same way.
Change the status
Use the dropdown to move the ticket from Open to In progress, Resolved or Closed. The employee sees the status under the ticket title in the app.

It's live. New messages don't need a refresh: a reply from the employee shows up in the thread within seconds, the bell at the top right counts it, and Notifications lists it as New ticket reply with a Go to Ticket shortcut. Replies you're already reading aren't listed there.

Page	What it's for
Inbox	Priority alerts and pending approvals, with totals for pending items, leave and open claims.
Tickets	HR requests from employees. Each shows its status (Open, In progress, Resolved, Closed), priority, employee and category. Select a ticket to open it.
Notifications	Alerts about leave, tickets and coverage, each with a shortcut to the right page.

Wages and payouts #

Dashboard Reports & Payouts Payouts

Rosta estimates each employee's gross (pre-tax) earnings from attendance and completed tasks. When you pay someone — cash, bank transfer or another way — record it as a payout so their balance stays accurate.

rosta.au/admin/employees/…

Read Earnings & Payouts
Open the employee (Workforce › Employees › View). Total earned is made up of attendance logs, completed tasks, paid leave, and overtime & bonuses. Total paid is what you've recorded, and the amber Outstanding balance is what's still owed.
Where overtime comes from
Contracted hours / week on the same profile is the line above which hours count as overtime. The pay rates below it (base, Saturday, Sunday, public holiday) are what each session and leave day is valued at.
Record Payout
Under Earnings & Payouts, select Record Payout.
Pick the payroll week
Optional, but it links the payout to a week.
Check the balance
Rosta shows what was earned, already paid and still outstanding for that week.
Amount and status
Enter the Amount (AUD) and set the Status: Pending, Collected or Not Collected.
Method and notes
Optionally add how you paid (cash, bank transfer…) and internal notes.
Create Payout
Select Create Payout. The Payouts page lists them all, with filters and Export CSV.

Rosta isn't a payroll system. It doesn't calculate tax, superannuation or STP, and it doesn't issue payslips. Use its wage estimates and exports with your payroll provider.

Attendance QR code (kiosk) #

Dashboard QR Page

The QR page turns a screen or tablet at your workplace into a check-in point. It's also what a new employee scans when the app opens on its QR scanner the first time, before they can enter their code.

QR page titled Scan QR Code with a Generate New QR button

Open the QR page
Select QR Page in the dashboard menu. It opens in a new tab.
Show it where staff check in
Put that tab on a tablet or screen. Employees scan the code with their phone to check in — and a new employee scans it once to unlock sign-in before entering their code. (The code is blurred in this example.)
A fresh code each time
Each code works once. Generate New QR shows a new one.

The QR page's web address contains a private access key for your organisation. Don't post or share it publicly.

Settings and password #

Dashboard Settings

rosta.au/admin/settings

Settings with payroll week and change password

Set the payroll week
Choose the day it starts on, the start time and the timezone. Payroll weeks are used when you record payouts.
Save it
Select Save Payroll Week.
Change your password
Further down: enter your current password and the new one twice (at least 8 characters), then select Update Password.

Help and answers

Quick answers to common questions, and the words used in Rosta.

Questions and answers #

Help Most asked

My location won't verify when I check in.

Turn on location services and allow Rosta to use your location. Make sure you're at your workplace — the location card shows how far away you are. If it still fails, tell your manager: they can check the allowed area for your location.

My selfie isn't working.

Allow Rosta to use your camera, face the camera in good light, and tap Retake to try again.

I forgot to check out.

After the grace period your session closes automatically and is flagged red. Raise an HR ticket (timesheet correction) with the time you finished, so your manager can fix it.

I can't see next week's shifts.

Your manager may not have published the roster yet. In My Shifts, use the arrows to change week and the refresh icon to reload.

Where do I find my employee code?

It's shown next to your name at the top of My Work. If you don't have one yet, ask your manager.

The app opens on a camera / QR scanner — what do I scan?

That's the first-time setup. Ask your manager to show your workplace's QR code from the dashboard's QR Page and scan it. The sign-in screen then opens and you can enter your employee code. See Getting started.

I'm casual and free on more days — how do I get offered more shifts?

Open shifts and cover shifts are only offered on days your manager has marked you available. Raise an HR ticket (category Availability change) listing the days and shifts you can work, and your manager adds them.

My day shows a Red Flag and 0 hours.

You didn't check out within the grace period, so the session was closed automatically and the hours are held at zero until HR reviews it. Raise an HR ticket with your real finish time — your manager edits the check-out, approves the hours, and the amount is restored.

What does a Yellow Flag mean?

You left the work area while checked in. The time still counts for now; your manager reviews the record and decides whether the time away is deducted.

What does a red flag mean?

A session needs attention — usually the employee didn't check out within the shift's grace period, so Rosta closed it automatically. In Reports, filter by Red Flags, then select Edit to review it.

Weekend hours are being paid at the base rate.

The employee's Saturday, Sunday or public holiday rate is missing, so Rosta falls back to the base rate. Add the rates under Estimated pay rates when you edit the employee.

Employees can't see the roster I made.

Shifts stay as a draft until you select Publish on the Roster page.

Are the wage figures what I pay my staff?

They're gross estimates before tax, based on attendance, completed tasks and the pay rates you set. Rosta doesn't calculate tax, super or STP. See Wages and payouts.

How does a new employee start using the app?

When you create the employee, Rosta generates their employee code. Give them the code. The first time they open the app it starts on a QR scanner — show them the QR Page from your dashboard, they scan it, choose Employee and enter their code once.

An employee forgot to check out. What do I do?

After the grace period the session is closed with a Red Flag and the day's hours are set to zero. In Reports (or the employee's profile) select Edit, enter the real check-out time, set the status to Closed and save — the hours and amount are recalculated.

What's the difference between a yellow and a red flag?

Yellow — the employee left the site during the shift; the time still counts and a geofence offense waits for your accept/decline. Red — no check-out; hours are zero until you review and fix the session.

How is overtime worked out?

From Contracted hours / week on the employee's contract. Net time above that shows in amber in the Overtime column and adds up in the week's OT chip. Open the session to pay it as a bonus, adjust it, or leave it out; what you approve appears under Overtime & bonuses in their earnings. A full walk-through on a real week: Employee sessions and overtime.

Which rate do weekend and public holiday hours get?

Each employee has four hourly rates on their contract: Base for Monday to Friday, Saturday, Sunday and Public holiday. Rosta picks the rate from the date of the session; a date listed under Holidays gets the public holiday rate whatever day of the week it is.

What happens to shifts when I approve leave?

They stay on the roster marked OFF — not deleted, not offered as cover. The approval window lets you choose how each day is paid; the paid amount is added to the employee's earnings as Paid leave. See Review leave requests.

Who can I assign as cover?

Only employees marked available that day. Set availability generously for casuals — contracted days are locked, and every extra day you tick is a day they can be offered open or cover shifts.

Glossary #

Help Words used in Rosta

Roster: The weekly plan of who works which shift, and where.
Shift: A reusable template with a name, location, hours, grace period and break policies.
Open shift: A shift posted for any eligible employee to claim in the app.
Coverage request: An employee's request for someone else to cover one of their shifts.
Availability: The days and shifts an employee can work.
Employee code: The 6-digit code an employee uses to sign in and check in.
Geofence: The allowed area around a work location where employees can check in and out.
Geofence offense: A record that an employee left the work area during an active shift.
Grace period: How long after a shift ends an employee can still check out before the session is closed and flagged red.
Session: One check-in to check-out period, shown in Reports.
Red flag: A session that needs a manager's attention, such as a missing check-out.
Payout: A payment you've made to an employee, recorded in Rosta against their earnings.
Payroll week: The 7-day period your pay runs on, set in Settings.
Kiosk: A shared screen showing the attendance QR code for employees to scan.
Yellow flag: A session where the employee left the work area during the shift; the manager accepts or declines the deduction.
Contracted hours: The hours per week on an employee's contract; net time above them is overtime.
Overtime (OT): Net time beyond the contracted hours, shown in amber per session and totalled per week, paid as a bonus if the manager approves.
Standard days: The days of the week fixed by an employee's contract (for example Mon–Fri); they are locked in Availability and appear on the roster every week.
Pay rates: The four hourly rates on an employee's contract — base, Saturday, Sunday and public holiday — chosen by the date of each session.
Net time: Check-in to check-out minus unpaid breaks; the time that is paid and measured for overtime.
Break policy: A named break window on a shift — unpaid, paid, or an overtime ×2 window.
Contract day: A standard working day from the employee's profile; always available and locked in Availability.
One-off override: Availability for one specific shift on one specific date, on top of the weekly pattern.
Valuation method: How an approved leave day is priced: scheduled shift hours, fixed hours, a manual amount, or a percentage of a day.
Needs cover: A rostered shift the employee has asked to be covered; filled with Assign coverage.

Still need help?

Email our support team with your business name, work location and a short description of the issue.

info@v-tech.com.au

Learn Rosta in minutes.

The app opens on a QR scanner

Choose Employee

Enter your code — once

Meet My Work

Everything is a tile

Check your notifications

What each tile is for

Open Check in / out

Take a selfie

Check your code and location

Check In — or Check Out

Confirm

Rules to know

Scan the code

Enable location

Take a selfie

Enter your code

Open My Shifts

Pick the week

Read your shift

Can't make it? Request Coverage

Refresh

Want more shifts? It's about your availability

Open Open Shifts

See what's available

Check the spots left

Accept or decline

Filter the list

Check your balance

Tap Request Leave

Choose the type

Pick the dates

Submit

Tap New Ticket

Choose a category

Describe your request

Submit

Then it's a chat

Open My Tasks

Request your own task

Give it a title

Add the details

Attach a photo or file

Submit

Sign in

Everything is in the menu

Watch your alerts

The menu at a glance

Pick a period

Timezone and Compare

Remember: pre-tax

Read the cards

Paid vs unpaid

Add Location

Name it

Set the point

Set the radius

State and status

Create Location

Add shift

Name and location

Start and end

Latest check-in (optional)

Timezone

Grace period before red flag

Add a break policy

Choose the break type

Create shift

Read the card

How breaks show up later

Import the year

Or add one yourself

Check your state

Create Employee

Basics and code

Start date, mobile, location

Employment

Create — then share the code

Open the profile