Roster Reports

Key Points

Roster reports allow organisations to analyse rostering data, staffing patterns, and billing activity.

Reports provide insight into shift performance, staff attendance, billing accuracy, and client allocations.

Access to reports depends on user permissions set by administrators.

Reports can be filtered, viewed on screen, or exported for deeper analysis.

Exporting reports to Excel allows for advanced data manipulation and reporting.

Accessing Roster Reports

Roster reports are accessed through the Reports section in FlowLogic.

To access reports:

1. Navigate to the Reports section from the left-hand menu.

2. Locate the report you want to run.

3. Click New View to generate the report.

Access to specific reports may vary depending on your user permissions, which are managed by your organisation’s administrators.

If you are unsure which reports you should have access to, speak with your system administrator.

Searching for Reports

The reporting section contains a wide range of reports covering different areas of the system.

You can use the search bar to quickly locate relevant reports.

For example:

Typing “Roster” will display all reports related to roster scheduling and staffing.

This makes it easier to find the reports most relevant to rostering tasks.

Forecast Profit and Loss Report

The Forecast Profit and Loss Report provides a financial overview of rostered shifts.

This report helps organisations understand:

Total billing generated from shifts

Total staff wage costs

Whether shifts are operating at a profit or a deficit

This is a high-level financial report, and access may be restricted to management or finance teams.

Roster Shift Attendance Report

The Roster Shift Attendance Report tracks staff clock-in and clock-out behaviour.

This report helps monitor:

Early arrivals

Late arrivals

Attendance patterns

Organisations can use this report to review staff punctuality and identify attendance trends.

Availability Override Reasons Report

The Availability Override Reasons Report tracks when shifts are scheduled despite staff availability conflicts.

This report records:

When a shift is created during unavailable times

The reason provided for overriding availability

This helps organisations review how often availability warnings are overridden and why.

Contract Hours Reports

Contract hours reports help organisations compare rostered hours with contractual working hours.

These reports can assist with:

Monitoring staff workload

Ensuring staff are rostered within contract limits

Identifying staff working above or below their contracted hours

Additional reports, such as Roster Staff Contracted Over Active Hours and Crib Sheet Reports, may also be available depending on your system configuration.

Daily Hours Report

The Roster Daily Hours Report provides a detailed breakdown of:

Employees Shift Total hours worked and weekly totals. 

Client Rostered Shifts with Zero Billables

The Client Rostered Shifts with Zero Billables Report highlights shifts that have no billing attached.

This report is particularly useful when reviewing rosters at the end of a week or fortnight.

It helps ensure:

All shifts that should be billed have the correct service items attached.

Missing billing can be identified and corrected before exporting invoices.

Roster Services Report

The Roster Services Report and Roster Services by Allocation Report provide itemised lists of all roster charges.

These reports show:

Service items used on shifts

Delivery dates

Allocation IDs

Allocation start and end dates

Item codes

The Roster Services by Allocation Report allows filtering by allocation IDs, making it easier to verify that services are linked to the correct funding allocation.

This is particularly helpful when checking that services have been billed against valid funding periods.

Roster Billables with MYOB IDs

For organisations using MYOB, the Roster Billables with MYOB IDs Report links billing data with MYOB identifiers.

This report assists with integrating FlowLogic billing data into external accounting systems.

Roster Timesheet Variance Report

The Roster Timesheet Variance Report compares:

Rostered hours

Actual timesheet submissions

Billing quantities

This report highlights discrepancies between scheduled work and recorded work.

It is useful for identifying situations where:

Staff worked different hours than rostered

Timesheets differ from rostered billing

Adjustments may be required for payroll or invoicing.

Exporting Reports

All roster reports can be exported in multiple formats, including:

Excel

CSV

PDF

While FlowLogic provides filtering options within the system, exporting to Excel allows for deeper analysis.

Excel tools such as sorting, filtering, calculations, and lookups can be used to manipulate the data for more detailed reporting.

Best Practice Recommendations

✔ Use reports regularly to monitor staffing and billing activity
✔ Check shifts with zero billables before invoicing
✔ Compare rostered hours with contractual hours
✔ Review attendance reports to monitor punctuality
✔ Export reports to Excel for deeper analysis
✔ Use allocation reports to verify funding connections

Summary

Roster reports in FlowLogic provide valuable insights into staff scheduling, billing activity, and service delivery.

By using roster reports effectively, organisations can:

Monitor workforce performance

Ensure accurate billing

Verify client allocations

Identify scheduling trends

Maintain compliance with staff contracts and funding requirements

Regularly reviewing and exporting these reports helps improve rostering accuracy, financial oversight, and operational decision-making.