# HosPortal Roster V2 Help Center

> Help center for HosPortal

## Getting started on HosPortal - for new users

- [Customising your communication digests](http://help.hosportal.com/en/articles/15701647-customising-your-communication-digests.md): How to set the times you receive daily notification digests, or turn them off.
- [Syncing your shifts to an external calendar \(iCal\)](http://help.hosportal.com/en/articles/15701646-syncing-your-shifts-to-an-external-calendar-ical.md): How to subscribe to your HosPortal shifts in Outlook, Google Calendar, or Apple Calendar.
- [Changing your notification timezone](http://help.hosportal.com/en/articles/15701645-changing-your-notification-timezone.md): How to set the timezone used for your HosPortal notifications and alerts.
- [Welcome to HosPortal](http://help.hosportal.com/en/articles/13959173-welcome-to-hosportal.md): A quick-start overview of what new users need to know to get up and running.
- [Navigating HosPortal](http://help.hosportal.com/en/articles/6276823-navigating-hosportal.md)
- [HosPortal on your Home Screen](http://help.hosportal.com/en/articles/6833127-hosportal-on-your-home-screen.md): Make HosPortal look like an app on your phone or tablet home screen
- [Reviewing and amending your site profiles and account settings](http://help.hosportal.com/en/articles/6336083-reviewing-and-amending-your-site-profiles-and-account-settings.md)
- [How to split a shift - for regular users](http://help.hosportal.com/en/articles/6336557-how-to-split-a-shift-for-regular-users.md)
- ["Muting" messages](http://help.hosportal.com/en/articles/6735415-muting-messages.md): How to stop receiving communications
- [How do I swap a shift?](http://help.hosportal.com/en/articles/6336240-how-do-i-swap-a-shift.md): Using the Pre-arranged Swap option
- [Participating in a self-roster process](http://help.hosportal.com/en/articles/6336401-participating-in-a-self-roster-process.md)
- [Making yourself 'available' and 'unavailable'](http://help.hosportal.com/en/articles/9571830-making-yourself-available-and-unavailable.md)
- [HosPortal Glossary](http://help.hosportal.com/en/articles/9470078-hosportal-glossary.md)
- [Viewing shifts and changing view settings](http://help.hosportal.com/en/articles/5752626-viewing-shifts-and-changing-view-settings.md)
- [How to Display Shift Time and Locations on the User Dashboard](http://help.hosportal.com/en/articles/12439770-how-to-display-shift-time-and-locations-on-the-user-dashboard.md)
- [Navigating HosPortal - Direct Messages](http://help.hosportal.com/en/articles/14025793-navigating-hosportal-direct-messages.md): HosPortal's Direct Message page lets you send SMS and email messages to colleagues, track delivery status, and contact both HosPortal and non-HosPortal users.
- [Navigating HosPortal - Staff Page](http://help.hosportal.com/en/articles/14025805-navigating-hosportal-staff-page.md): The HosPortal Staff page lets you search for and view colleague profiles, including contact details, roles, skills, and team memberships.
- [Navigating HosPortal - Dashboard](http://help.hosportal.com/en/articles/13923914-navigating-hosportal-dashboard.md): The HosPortal Dashboard is the main landing page displaying your shifts, messages, and a colour-coded calendar of all your activities.
- [Navigating HosPortal - The Market](http://help.hosportal.com/en/articles/14025783-navigating-hosportal-the-market.md): HosPortal Market is where users can offer, swap, transfer, and pick up shifts, and view vacant shifts listed by roster administrators.
- [Navigating HosPortal - Viewing Rosters and Shifts](http://help.hosportal.com/en/articles/14025559-navigating-hosportal-viewing-rosters-and-shifts.md): The HosPortal roster view page lets you customise, filter, and save how rosters and shifts are displayed for faster, tailored navigation.
- [Setting up multi-factor authentication \(MFA\)](http://help.hosportal.com/en/articles/15701644-setting-up-multi-factor-authentication-mfa.md): How to add a second layer of security to your HosPortal login using an SMS code or an authenticator app.

## Profile

- [Digest](http://help.hosportal.com/en/articles/11598842-digest.md): What is a digest
- [Account](http://help.hosportal.com/en/articles/11598860-account.md): Your account contains settings used across all your sites, as well as login details
- [Export shifts, or leave, or event attendance](http://help.hosportal.com/en/articles/6768149-export-shifts-or-leave-or-event-attendance.md)
- [Hiding/Masking Mobile Numbers and Emails: For Individual Users](http://help.hosportal.com/en/articles/11773519-hiding-masking-mobile-numbers-and-emails-for-individual-users.md)
- [Masking email and mobile for a specific user](http://help.hosportal.com/en/articles/13827543-masking-email-and-mobile-for-a-specific-user.md): How to hide a user's email and mobile number from other staff members viewing rosters, while keeping the details accessible to administrators.

## Account

- [No emails received when resetting password - incorrect login email](http://help.hosportal.com/en/articles/11130999-no-emails-received-when-resetting-password-incorrect-login-email.md): I know I have an account, but I've forgotten my password, but each time I request a new password, I don't receive an email.
- [No emails received when resetting a password - never created a password](http://help.hosportal.com/en/articles/8888521-no-emails-received-when-resetting-a-password-never-created-a-password.md)
- [I keep getting logged out](http://help.hosportal.com/en/articles/11483132-i-keep-getting-logged-out.md)
- [How to reset a password?](http://help.hosportal.com/en/articles/6968612-how-to-reset-a-password.md)
- [Changing your login credentials or login email](http://help.hosportal.com/en/articles/11004811-changing-your-login-credentials-or-login-email.md)
- [Changing logout timeout](http://help.hosportal.com/en/articles/8427136-changing-logout-timeout.md): How to change the time your HosPortal account remains logged in
- [Changed the password and logged in, but password failed next time](http://help.hosportal.com/en/articles/6521765-changed-the-password-and-logged-in-but-password-failed-next-time.md): Login failed, so I requested a new password. I changed my password and was logged in, but the next time using that password failed
- [How to Merge Your HosPortal Accounts](http://help.hosportal.com/en/articles/12350771-how-to-merge-your-hosportal-accounts.md)

## Self-rostering

- [Selection vs Preference self-rostering](http://help.hosportal.com/en/articles/6276575-selection-vs-preference-self-rostering.md)
- [Site admin checklist for self-rosters](http://help.hosportal.com/en/articles/12409928-site-admin-checklist-for-self-rosters.md)

## Rosters

- [Manually Exporting Roster Groups](http://help.hosportal.com/en/articles/5907230-manually-exporting-roster-groups.md)
- [Publishing a roster](http://help.hosportal.com/en/articles/8077669-publishing-a-roster.md)
- [Changing and managing view settings \(for users\)](http://help.hosportal.com/en/articles/8266140-changing-and-managing-view-settings-for-users.md)
- [How to populate users on Location-based rosters](http://help.hosportal.com/en/articles/9165968-how-to-populate-users-on-location-based-rosters.md)
- [How to split a shift - for admin users](http://help.hosportal.com/en/articles/11483089-how-to-split-a-shift-for-admin-users.md)
- [Building and using templates \(video\)](http://help.hosportal.com/en/articles/5916999-building-and-using-templates-video.md)
- [Why can't I take a vacant shift?](http://help.hosportal.com/en/articles/11742896-why-can-t-i-take-a-vacant-shift.md)
- [Adding a slot to an activity based roster](http://help.hosportal.com/en/articles/11676378-adding-a-slot-to-an-activity-based-roster.md)
- [How to Show Phone Numbers on the Roster](http://help.hosportal.com/en/articles/12418893-how-to-show-phone-numbers-on-the-roster.md): You can choose to display the phone number of a person rostered on a shift. This is a site-wide change and will affect what other users see.
- [Deleting shifts from the roster](http://help.hosportal.com/en/articles/12423155-deleting-shifts-from-the-roster.md): How to delete shifts from the HosPortal roster using three different methods.
- [How to Create a shift from a pattern](http://help.hosportal.com/en/articles/12956549-how-to-create-a-shift-from-a-pattern.md): Patterns are created from the Admin section of the portal and define the basic structure of a repeating schedule.
- [Anzac Day 2026 - adding a site holiday](http://help.hosportal.com/en/articles/13739443-anzac-day-2026-adding-a-site-holiday.md): How to update your rosters for the newly-announced public holiday on Monday 27 April 2026.
- [Splitting a pre-arranged shift for users](http://help.hosportal.com/en/articles/13920725-splitting-a-pre-arranged-shift-for-users.md): Submit a pre-arranged split to have another user take part of your shift.
- [Setting a specific shift slot to vacant](http://help.hosportal.com/en/articles/13854969-setting-a-specific-shift-slot-to-vacant.md): How to remove a staff member from a single shift slot within a Location Based Roster group, while keeping the shift active.

## Market

- [Market for users](http://help.hosportal.com/en/articles/8158180-market-for-users.md): Learn how to use the market or marketplace to find another user who can take your shift
- [Using the shift market](http://help.hosportal.com/en/articles/6336519-using-the-shift-market.md)
- [Taking a shift from the market](http://help.hosportal.com/en/articles/6336573-taking-a-shift-from-the-market.md)
- [How do I take my shift off the market or edit it?](http://help.hosportal.com/en/articles/6336549-how-do-i-take-my-shift-off-the-market-or-edit-it.md)
- [How to export shifts on the market \(for admins\)](http://help.hosportal.com/en/articles/8393068-how-to-export-shifts-on-the-market-for-admins.md)
- [Creating a Market Shift Alert for users](http://help.hosportal.com/en/articles/12758239-creating-a-market-shift-alert-for-users.md): Market Shift Alerts allow you to set notifications when shifts are added to the market. This feature is configured within the user profile

## User Templates

- [Reviewing user templates](http://help.hosportal.com/en/articles/6324002-reviewing-user-templates.md)
- [How to Bulk Upload User Templates](http://help.hosportal.com/en/articles/12298721-how-to-bulk-upload-user-templates.md): This article provides a step-by-step guide for administrators on how to bulk upload shifts using a roster template in HosPortal.

## Messaging

- [Direct Messaging](http://help.hosportal.com/en/articles/8134472-direct-messaging.md): Learn how to send and track messages to other HosPortal users and those who are not
- [Using the Direct Message page and Communication lists](http://help.hosportal.com/en/articles/6336247-using-the-direct-message-page-and-communication-lists.md)
- [Direct Messages: Tracking messages](http://help.hosportal.com/en/articles/13768332-direct-messages-tracking-messages.md): The Direct Message page allows you to send messages to HosPortal users and non-users by email or SMS, and track the delivery status of sent messages.
- [Direct message: Communication lists](http://help.hosportal.com/en/articles/13767061-direct-message-communication-lists.md): Communication lists allow you to email or SMS a predefined group of HosPortal users or non-users with a single click, with options to keep the list private, share it with all site users, or allow s...

## Release Notes & Announcements

- [Release notes](http://help.hosportal.com/en/articles/6578594-release-notes.md): A comprehensive log of improvements to HosPortal. Please get in touch if you want further details on any of these.

## Site Administration

- [Overview of Admin Page](http://help.hosportal.com/en/articles/8067737-overview-of-admin-page.md): Manage your HosPortal account name, contact, holidays and billing
- [Hiding/Masking Mobile Numbers and Emails: For All Users](http://help.hosportal.com/en/articles/11773535-hiding-masking-mobile-numbers-and-emails-for-all-users.md)
- [Adding a team to the staff](http://help.hosportal.com/en/articles/11773418-adding-a-team-to-the-staff.md)

## Noticeboard

- [Noticeboard for users](http://help.hosportal.com/en/articles/8118633-noticeboard-for-users.md): View notices of important events at your location
- [Noticeboard for admins](http://help.hosportal.com/en/articles/8118635-noticeboard-for-admins.md): Learn how to create and publish notices for your location

## Documents

- [Creating document folders](http://help.hosportal.com/en/articles/8051486-creating-document-folders.md): Learn how to create folders and their permissions
- [Managing documents folders](http://help.hosportal.com/en/articles/8067617-managing-documents-folders.md): How to edit, move and set permissions on document folders
- [Managing documents](http://help.hosportal.com/en/articles/6465446-managing-documents.md): Learn how to store and manage documents on HosPortal

## Timesheets

- [Timesheets: overview](http://help.hosportal.com/en/articles/15577723-timesheets-overview.md): An overview of the timesheet feature — the settings behind it and the four-stage workflow each pay period.
- [\[For Staff\] Opening your timesheet and choosing a pay period](http://help.hosportal.com/en/articles/15577739-for-staff-opening-your-timesheet-and-choosing-a-pay-period.md): How to find your timesheet, pick a pay period and read the summary.
- [\[For Staff\] Adjusting a shift's times on your timesheet](http://help.hosportal.com/en/articles/15577741-for-staff-adjusting-a-shift-s-times-on-your-timesheet.md): How to correct the start and end times of a shift on your timesheet.
- [\[For Staff\] Submitting your timesheet](http://help.hosportal.com/en/articles/15577745-for-staff-submitting-your-timesheet.md): How to submit your timesheet for approval
- [\[For Admins\] Reviewing and approving timesheet changes](http://help.hosportal.com/en/articles/15577805-for-admins-reviewing-and-approving-timesheet-changes.md): How to review submitted timesheets and approve or decline staff changes.
- [\[For Admins\] Designing your timesheet export template](http://help.hosportal.com/en/articles/15577600-for-admins-designing-your-timesheet-export-template.md): The full reference for building an export spreadsheet: tags, formats, duration modifiers and layout configuration.
- [\[ForAdmins\] Uploading a timesheet export template](http://help.hosportal.com/en/articles/15577577-foradmins-uploading-a-timesheet-export-template.md): How to upload an Excel export template and set it as the default for a payroll period.
- [\[ For Admins\] Exporting approved timesheets](http://help.hosportal.com/en/articles/15577855-for-admins-exporting-approved-timesheets.md): How to export a batch of approved timesheets to Excel for payroll.
- [\[For Admins\] Voiding a timesheet](http://help.hosportal.com/en/articles/15577853-for-admins-voiding-a-timesheet.md): How to void an approved timesheet that won't be paid.
- [Adding a payroll period](http://help.hosportal.com/en/articles/11175494-adding-a-payroll-period.md): A payroll period defines a payroll period for given roles, and allows work rules that apply over payroll periods as well as needed for timesheets
- [\[For Admins\] Approving a timesheet and marking it paid](http://help.hosportal.com/en/articles/15577831-for-admins-approving-a-timesheet-and-marking-it-paid.md): How to approve a finalised timesheet and later mark it as paid.
- [Adding breaks and callbacks to your timesheet](http://help.hosportal.com/en/articles/15577743-adding-breaks-and-callbacks-to-your-timesheet.md): How to add an adhoc break or a callback to a timesheet.
- [User timesheet settings \(Payroll Id\)](http://help.hosportal.com/en/articles/15577571-user-timesheet-settings-payroll-id.md): Each user profile can have a payroll ID associated with it that will be inserted on any exported timesheet
- [\[For admins\] Callback templates](http://help.hosportal.com/en/articles/15577570-for-admins-callback-templates.md): Setting up callback templates so staff can add callbacks to their timesheets.
- [Break templates](http://help.hosportal.com/en/articles/15577496-break-templates.md): How site administrators set rules for breaks — how long, how many, and which shifts and staff they apply to.
- [Leave payroll settings](http://help.hosportal.com/en/articles/15577483-leave-payroll-settings.md): How site administrators set what a day and a week of leave are worth in hours for timesheet calculation.
- [Shift payroll settings](http://help.hosportal.com/en/articles/15577471-shift-payroll-settings.md): How site administrators tell HosPortal which shifts count as regular work and which count as on-call for timesheet calculation.

## Archive

- [The Admin page: Site settings](http://help.hosportal.com/en/articles/15580816-the-admin-page-site-settings.md): The Site settings group on the Admin page — site details, holidays, contact settings, dashboard and communication logs.
- [The Admin page: Permissions](http://help.hosportal.com/en/articles/15580825-the-admin-page-permissions.md): The Permissions group on the Admin page — site administrators, permission groups and searching permissions.
- [The Admin page: Users](http://help.hosportal.com/en/articles/15580826-the-admin-page-users.md): The Users group on the Admin page — teams, roles, role tags, skills and profile information settings.
- [The Admin page: Rosters](http://help.hosportal.com/en/articles/15580827-the-admin-page-rosters.md): The Rosters group on the Admin page — roster groups, locations, tags, reminders, rates, reports and the various shift rules.
- [The Admin page: Leave and Events](http://help.hosportal.com/en/articles/15580830-the-admin-page-leave-and-events.md): The Leave and Events groups on the Admin page — leave types, alerts and request rules; event locations, templates and tags.
- [The Admin page: Phone book and Scheduled exports](http://help.hosportal.com/en/articles/15580831-the-admin-page-phone-book-and-scheduled-exports.md): The Phone book and Scheduled exports groups on the Admin page — managing non-login contacts and scheduled roster exports.
- [Editing Shifts in a Roster](http://help.hosportal.com/en/articles/6532753-editing-shifts-in-a-roster.md)

## Onboarding process for new HosPortal customers

- [Getting started with HosPortal - overview](http://help.hosportal.com/en/articles/11639749-getting-started-with-hosportal-overview.md)
- [Preparing for the Discovery meeting](http://help.hosportal.com/en/articles/11639915-preparing-for-the-discovery-meeting.md)
- [Getting help during onboarding](http://help.hosportal.com/en/articles/11639960-getting-help-during-onboarding.md)

## Supervision

- [Supervision: how it works](http://help.hosportal.com/en/articles/11507446-supervision-how-it-works.md): An overview of the supervision module — supervision rules, supervisors, and where to monitor supervision.
- [Creating a supervision rule](http://help.hosportal.com/en/articles/15580572-creating-a-supervision-rule.md): Define which staff need supervision, who can supervise them, and under what conditions.
- [Supervision rules: who needs supervision](http://help.hosportal.com/en/articles/15580693-supervision-rules-who-needs-supervision.md): The "supervised users" section of a supervision rule — which staff need supervising, and on which shifts.
- [Supervision rules: who can supervise](http://help.hosportal.com/en/articles/15580661-supervision-rules-who-can-supervise.md): The "supervisors" section of a supervision rule — who is eligible to supervise and where they must be working.
- [Seeing supervision on the roster](http://help.hosportal.com/en/articles/15580573-seeing-supervision-on-the-roster.md): How to spot who needs supervision on the roster using the eye icon.
- [Assigning or changing a supervisor on a shift](http://help.hosportal.com/en/articles/15580575-assigning-or-changing-a-supervisor-on-a-shift.md): How to assign, change, vacate or cancel a supervisor for a supervised staff member on a shift.
- [How to add Ad-hoc Supervision to a shift/slot](http://help.hosportal.com/en/articles/12419024-how-to-add-ad-hoc-supervision-to-a-shift-slot.md): This guide outlines the process for adding an ad-hoc supervisor to a shift or slot, which is useful when a supervision requirement is not part of the standard roster template.
- [Tracking unsupervised staff on the dashboard](http://help.hosportal.com/en/articles/15580576-tracking-unsupervised-staff-on-the-dashboard.md): Use the admin dashboard to find and resolve staff who currently have no supervisor.
- [Supervision in reports](http://help.hosportal.com/en/articles/15580577-supervision-in-reports.md): How supervision status appears in shift reports and how to filter by it.