Access to the Roster Optimiser

As the Roster Optimiser has access to the secure employee data of pay rates, you need to have individual user access granted to Payroll to be able to use the Optimiser.

Go to the Admin Menu and select Access Permissions

Find your user and add Payroll.

**You need to have Assign Roles already added to be able to assign Payroll to users.

You can now utilise the Roster Optimiser.

Here is a brief demonstration of the Roster Optimisation process.

Roster Optimiser - Using The Roster Optimiser 691x389

Using the Roster Optimiser

You can access the Roster Optimiser in 2 ways:

1. On the side Menu, go to Roster and Optimise

2. Or from any of the Roster views

When you begin it will display your pre Optimised roster.

It will advise how many Supports in your selected period and the Total revenue.

Step 1 - Preparing your Supports for Optimising

Before Optimising you need to review any Data Validation errors - select View Errors to see more details.

*These errors can be resolved by reviewing the Participants and Worker Data Setup.

Your roster will display your current allocations.

It will show White spaces where your workers have Availability and Grey where they are Unavailable.

Any approved Worker Leave will appear as Yellow.

The Supports show the Participant name / the Support time / the Recurring status & the Lock status and you can hover for detailed service information.

The supports are colour coded according to their status at different parts of the Optimising process.

Pink is Unlocked

Grey is Locked

You have the option to Lock any individual supports so they will not be Optimised.

To Lock a support you can click on the Lock icon to toggle back and forth, or click once on the support to open the Support Summary.

The Support Summary

The Support Summary displays further details about the support itself such as:

• Participant name and address / Support total revenue / Date and time / Toggle Unlock & Lock / Service details

• The Group Timeline - giving you access to move back and forth in the period and view the worker’s other supports

• The Recurring Chain Options - Part of the pre Optimised actions where you choose if you want to apply the same worker to the other recurring supports within this pay period or not.

• The Worker Slots - These display the minimum number of workers required and you can add more worker slots to the individual support if needed to then be Optimised. You can also Lock your worker allocation from here.

Allocated Worker Data - Current vs. New

Step 2 - Lock / Unlock Supports

Select your relevant Pay Period and Lock the supports you do not wish to Optimise.

If there are recurring supports with multiple instances within the same pay period, you can select the support and choose if to apply the same worker to all instances or different workers.

Step 2 - Press Optimise

This will review your participants requirements and match them to your best workers taking into account Worker’s Availability, skills, location and distance travelled, wages and overall time efficiencies.

Step 3 - Review Recommendations and Accept changes

You will then have the ability to Accept All recommendations, or re Optimise based on the accepted, declined and locked shifts.

Step 4 - Apply All

Now you have Accepted all of the recommended and manual changes, you need to press Apply All to “Publish” the optimised roster into the live world.

Step 5 - Undo All & Resetting the Optimiser

At any point you can revert back to your pre optimised state by pressing the Start Over button

Support/Transaction Data

Grouped Supports

Grouped supports in CareMaster refer to a collection of supports created for participants, where each support remains independent but can be grouped for ease of management.

You can choose how the Roster Optimiser handles grouped supports:

• Default – Treats each support independently, meaning different workers may be assigned within the group.
• Assign the Same Worker – Attempts to keep the same worker on all supports within the group.

📌 Important note on travel time: If you’re blocking out time for worker travel, use grouped supports and use the “assign the same worker” setting to ensure the same worker is kept on both the travel and main support.

Recurring Supports

Currently, the Optimiser will keep the same worker assigned to a recurring support within the pay period. When optimising the next pay period, it may recommend a different worker.

➡️ Coming soon: You will be able to lock a worker to a recurring support for its entire duration.

Number of Required Workers

If a support requires multiple workers, the Roster Optimiser will try to maintain the same number of assigned workers when optimising. If it cannot find suitable workers, it may leave slots unassigned.

🛠 You can adjust the number of required workers:

• Through the Roster Optimiser OR
• On the Supports Details page via the Advertise/Broadcast button.

Final Thoughts

Capturing accurate data is key to getting the most out of CareMaster’s Roster Optimiser. By ensuring worker details, locations, and support structures are well-documented, you can improve efficiency, reduce scheduling conflicts, and enhance compliance.

If you have any questions or need assistance, feel free to reach out to our Customer Care Team! 🚀