When preparing your next roster cycle, it’s important to review and update your build setup to ensure the AI produces the best possible results. Before running the autobuild or self-roster, please work through the following checklist:
1. Add Staff and End Roles (where applicable)
If there have been staffing changes (example: for registrars):
Add new staff to the system
End roles for staff who have left or no longer work in certain positions
Ensure both steps are completed before launching the self-roster
For easy reference, see our articles:
2. Provide total blockouts per staff (if applicable)
Ensure you have confirmed the:
Total blockouts for each staff on the self-roster
Applicable for the entire duration of the self-roster period
3. Review Your Rules
Rules control how the AI understands your rostering requirements. Always check that:
Your rules still apply for the new cycle. This includes shift conflict rules, work rules, user conflict rules, and shift set rules.
Any term-based rules are updated (e.g. date period)
Rules from the previous cycle have been removed or adjusted
4. Review Your Patterns
If your roster includes patterns:
Confirm patterns are still valid for the upcoming term
Update patterns for any role changes
Remove unused or outdated patterns
5. Update Unavailable Templates (if applicable)
Before running the AI:
Create the unavailable templates for each staff member, if applicable
Ensure templates reflect the correct self-roster period
6. Update Exemptions
Exemptions affect who is eligible for certain shifts or rosters.
Check whether exemptions need updating:
Directly on the roster
Or through a 0-hour work rule if staff are not expected to work in a specific period
7. Ensure Staff Leave Is Up to Date
Before running the autobuild:
Check that all approved leave has been entered in HosPortal
Confirm there are no missing or outdated leave entries
Accurate leave data prevents avoidable conflicts in the build.
8. Check for Additional Constraints
Additional constraints often influence the AI build. Make sure to:
Review your build settings for constraints
Move constraints into their correct category (inflexible or breakable, included or excluded)
If you spot a new constraint and would like to enquire how it would apply to your build, it is advisable to check with the HosPortal team
Once Everything Looks Correct…
You’re ready to run your AI roster build.
This checklist helps ensure your roster:
✓ Runs smoothly
✓ Requires fewer manual edits
✓ Reflects your team’s most current rostering situation
If you need assistance with any steps, please reach out to the HosPortal Support Team or your implementation lead.