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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.

Before you start

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

Before relying on automatic journey classification, configure matching, padding and precedence as described in Classify journeys with rosters and reservations.

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. Set the start and end time for the full shift.
  4. Set a recurrence only when the same shift should repeat on a schedule.
New work roster form showing person, title, classification, recurrence and shift date controls.
New work roster form showing person, title, classification, recurrence and shift date controls.
  1. Save the roster, then check that it appears for the correct person and local time on the calendar.
  2. To change or remove a roster, select its calendar entry and edit or delete it.
  3. 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.
  4. 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.
  • 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.