Many types of self-rosters define the number of shifts participants are expected to do across the roster period, called the shift quota.
Users meet their quota by picking shifts while the selection window is open (in the case of a selection-based roster) or being assigned shifts by a roster administrator. Shifts a user takes from others after the selection window is closed, for instance by taking a shift off the market or by swapping and transferring shifts, DO NOT count towards a user's quota.
If a roster administrator makes a manual adjustment to the roster after the self-roster process is completed then the changes are counted to a user's quota:
if a roster administrator marks a shift vacant then the person who was on that shift loses credit for that shift.
if a roster administrator assigns a user to a shift then that user gets credit for the shift, even if this happens well after the self-roster process is complete.
To review quota status
To see how many shifts a user has credited to them and to find users who have not met their quota and :
1. Navigate to the self-roster page (A)
2. Navigate to the Closed tab or the Finalised tab (B) depending on whether the self-roster has been finalised.
3. Select the 'Manage selections' option (C) for the relevant self-roster process.
4. Navigate to the Stats tab (D)
The columns (E) provides a status by user:
Quota: this is the quota assigned to this user for the self-roster period. If a person has not met their quota they will have a yellow warning icon next to their quota. To see only users who have not met their quota, select the 'Show unfulfilled users' tick-box (F).
Selections: the number of shifts a user selected or expressed preferences for while the window was open.
Drafts: the number of shifts given to the user through the self-roster process, which will include any shifts automatically assigned to a user in the self-roster process.
Credited shifts: the number of shifts credited to a user right now. This might be different from the number in the Drafts column if a roster administrator has assigned someone a shift or removed them from a shift after the selection process was completed.
You can download this data to Excel (G) for analysis and record-keeping.
Using quotas to fill shifts
HosPortal provides an automated mechanism to assign users who have not met their quota to shifts that need to be filled later in the year. This can only be done to assign people to shifts that were originally part of a self-roster process, and will only consider pick from those people who were assigned a quota in that process.
To fill a shift, or replace a user on a shift, navigate to the relevant shift and edit the user in the usual way. If the shift was part of a self-roster process you will see a 'Fill by quota' button (H). Selecting this button will randomly select someone who has not met their quota to fill the chosen shift. You can click this button any number of times to generate new selections.
When you are happy with the selection click Save and the selected user will have this shift credited to their quota, reducing their chance of being selected in future.
