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Create and manage work rosters

Schedule a person’s working time, create recurring roster entries and import roster records from the People page.

Use rosters to record when a person is working. Track My Ride can use these times to help classify matching journeys as business or private according to your account rules.

By default, Journeys default to is Private. Keep that default and give work-hour rosters a Business classification when only journeys matching the person's work hours should become Business. Alternatively, set the account default to Business and give non-work rosters a Private classification, such as a recurring evening or weekend period. In that inverse setup, journeys outside the matching Private periods remain Business.

Before you start

Create the person in Track My Ride before adding their roster.

For roster-based journey classification, allocate the person as the vehicle's driver under Vehicles > Vehicles. The allocation must be active when the journey occurs, and the person must appear in the journey's Driver field. Creating a roster alone does not allocate that person to a vehicle.

Before relying on automatic journey classification, follow Set up automatic business and private journey classification. Use Understand journey classification from rosters and reservations when you need to check matching, padding or precedence.

Roster times use the account timezone. One person can have multiple entries, such as a weekday recurring shift plus a separate weekend shift or a one-off overtime period. Keep entries distinct when their recurrence or classification purpose differs.

One person works a single shift
Create a single roster entry.

The same shift repeats on a predictable schedule
Create a roster entry and configure recurrence.

Many shifts already exist in a spreadsheet
Download the current template and use Import.

Steps

  1. Open People > Rosters.
Rosters tab showing the work roster calendar and management controls.
Rosters tab showing the work roster calendar and management controls.
  1. Select New Roster.
  2. Choose the person whose working time you are recording.
  3. Choose Business, Private or Default classification (Account settings) when one value should apply throughout the matching roster period. Choose Business via schedule or Private via schedule, then select Schedule and make the applicable day-and-hour cells green, when the roster should supply a value only during selected hours.
  4. For a recurring shift, set Repeating to Weekly, select the weekdays, enter the Daily Time, and set the first and last Period dates. Use Disabled for a single roster period.
Weekly work roster using Business via schedule with weekday, daily time and recurrence period controls.
Weekly work roster using Business via schedule with weekday, daily time and recurrence period controls.
  1. Save the roster, then check that each recurrence appears for the correct person, weekdays and local times on the calendar.
  2. In Reports > Journeys, confirm a journey inside the configured hours receives the roster classification and a journey outside them retains the account default or receives another higher-priority rule.
  3. To change or remove a roster, select its calendar entry and edit or delete it.
  4. To add or update many roster entries, select Import and download the current CSV template. CSV is a spreadsheet-compatible text format. Keep an untouched backup of the download before editing it.
  5. Identify each person by their full name, Company ID or unique_id, then choose the action for each row:

Create a roster entry
Leave unique_id blank.

Update a roster entry
Keep its existing unique_id.

Delete one roster entry
Keep its existing unique_id and enter true in delete.

  1. Keep the template's column names unchanged, upload the completed file and review the result before relying on the calendar.

Warning: Leave Delete all existing records? empty during an ordinary import. Typing DELETE in that field removes every existing roster entry before Track My Ride processes the uploaded file. Use it only when you deliberately intend to replace the complete roster and have retained a backup.

What happens next

The saved entry appears in Reports > Rosters. Matching future journeys can then be classified according to the roster and the account's journey classification settings. Changing a roster does not retroactively rewrite journeys that have already been classified; review any earlier journey separately when its classification must change.

Troubleshooting

  • The roster appears at the wrong time: Check the account timezone and confirm the shift's start and end times.
  • A journey is classified unexpectedly: Review matching, padding and precedence under Settings > Application Settings, including whether a reservation or zone takes priority.
  • A repeating shift is missing or incorrect: Open the roster entry and confirm its recurrence schedule.
  • Business via schedule or Private via schedule does not apply: Open Schedule and confirm the tested journey start or stop hour is green. Outside green cells, the roster supplies no classification.
  • A prior journey did not change after editing a roster: Roster changes apply to future automatic matching. Review the journey itself when an earlier classification needs correction.
  • An import row fails: Keep the column names unchanged and check its person, dates, times and existing unique_id where used. Correct the failed row and upload the file again.