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Veona Help Centre

Build And Publish The Roster And Shifts

A roster in Veona is built from reusable shift templates — named time windows like “Day 08:00–16:00” that you define once and then drop onto the weekly grid as many times as you need. You assign a person to a template on a date, repeat across the week, then publish, which freezes the week and notifies everyone who is on it. Alongside the day roster you keep the on-call rota — who is reachable out of hours. Everything reads your own tenant’s live data; nothing is hardcoded. We’ll follow Femi, who manages scheduling for the wards.

Who / when: the HR Manager, an Administrator, or a Scheduling Manager — anyone holding the shift-manage permission. You build templates once, then assign and publish each week as it approaches.

The main path

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  1. Scheduling Manager — open Human Resources → Time & Leave → Shifts, stay on the “Shift Templates” tab, and select “New Shift Template”.
  2. Scheduling Manager — give it a “Label” (e.g. “Day 08:00-16:00”), set “Starts At” and “Ends At”, set the “Duration (Minutes)”, leave “Active” on, and select “Save”. Only Active templates are selectable when you assign the roster.
  3. Scheduling Manager — open Human Resources → Time & Leave → Roster. The weekly grid shows the seven days of the current week, each day listing its assigned shifts.
  4. Scheduling Manager — select “Assign Shift”, pick the “Employee” and the “Shift Template” (both searchable pickers), set the “Date”, and select “Assign”. The shift appears on the grid as Draft. Repeat for each person and day until the week is laid out.
  5. Scheduling Manager — when the week is ready, select “Publish Week”. Every shift in that week flips to Published and the rostered staff are notified; the toast confirms how many shifts were published.
  6. Scheduling Manager — open Human Resources → Time & Leave → Shifts, choose the “On-Call Rota” tab, select “Schedule On-Call”, pick the “Employee”, set “Starts At” and “Ends At”, optionally enter a “Scope” (e.g. “Theatre, Paediatrics”), and select “Save”.

Other ways this goes

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Edit a shift template

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  1. Scheduling Manager — on Human Resources → Time & Leave → Shifts (Shift Templates tab), select “Edit” on a template’s row, change its label, window or duration, and select “Save”.
  2. To retire a template without deleting it, turn “Active” off — it stays for history but no longer appears in the assign picker.
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  1. Scheduling Manager — set the “Week Of” date on Human Resources → Time & Leave → Roster to any date in the week you want.
  2. The grid reloads to that week, showing its assignments and their Draft or Published status, so you can build and publish weeks independently.

Blocked: shift-manage permission required

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  1. Scheduling Manager — building templates, assigning shifts, publishing the week and scheduling on-call all require the shift-manage permission. A staff member with only self-service access can view their own roster but cannot assign or publish.
  2. If the “Assign Shift”, “Publish Week”, “New Shift Template” or “Schedule On-Call” actions are unavailable to you, ask an Administrator to grant the shift-manage permission — these are deny-by-default by design.

What happens next

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The published week is now the team’s source of truth: each rostered person can see their own shifts, and the notification has told them they are on. From here, two things branch off. Staff who cannot make a shift can ask to swap it, and a manager approves or rejects that swap — which updates the roster in place. And the hours people actually work flow into timesheets for reconciliation. The next guides pick up exactly those threads.

Follow the trail

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