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Crown Roster

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Smart, flexible rostering for today’s way of working

Crown Roster is perfect for organisations that require ultimate flexibility and budgetary control, as well as the ability to adapt seamlessly to today’s volatile staffing landscape.

Crown Roster gives planners complete and flexible control of staffing, including budgetary forecasting and shift management. An optional module in the Crown WFM, it allows planners to broadcast vacancies online to staff working flexible shifts.

For the employees, it allows them to use the most popular devices to check the shifts for which they are rostered, as well as rest days, and even arrange shift swaps (subject to management authorisation where required).

Key Benefits

  • Versatile planning module for Crown WFM; supplements and complements time and attendance software
  • Ideally suited to organisations and businesses running flexible shift systems
  • Comprehensive budget/demand planning and measurement
  • ‘Advertise’ vacancies to a roster website and manage applicants for event workforce optimisation
  • Shift optimisation ensures best use made of right people
  • Interfaces to all popular budgetary planning tools
  • Web-based employee interface for shift review and exchange, with management controls usable on many devices
  • Runs seamlessly as part of Crown WFM, no additional hardware requirement
  • Enhances planning of shifts through better visibility of available staff
  • Enables the creation of “What If” scenarios when roster planning


Crown’s existing rostering capability for the Workforce Management Suite was originally developed for organisations using fixed rotating shift patterns. This sophisticated module offers a high level of configurability, and corresponding cost, that many users in business environments just don’t need.

So Crown went back to basics to devise Roster, a fully-featured staff planning tool which is aimed squarely at businesses and organisations that require ultimate flexibility and budgetary control and the ability to adapt seamlessly to the ever-changing nature of today’s volatile staffing landscape.

Crown Roster allows staff planners to determine precisely when they want their people to work. In addition, it provides a comprehensive budget and measurement system. This allows planners to define resource plans to defined budgets that measure elements that are critical to the business. Thanks to Crown Roster, planners can actually measure, as they plan, whether they are achieving their budgetary aims, whilst also ensuring that the right people, with the right skills, are rostered for each shift or event.


Ideally suited to organisations and businesses running flexible shift and event systems

Many employers today are making the most of flexible working to meet customer service requirements and offer staff wider options in terms of working hours and shift patterns. Being able to draw on staff resources at short notice and ensure that the right staff, with the right skills, are present as circumstances dictate is very attractive and empowering; Crown Roster makes this possible – and more. It is particularly well-suited to people who are allocated a given number of hours to work each week, but when they work those hours and when their rest days occur is indeterminate. Crown Roster also caters for people who are regularly asked to work split shifts, such as a hospitality environment where an employee might be asked to work the breakfast shift then go home for a few hours and come back and run the bar in the evening.

Versatile planning module for Crown’s Workforce Management Suite

A planner will usually create rosters for a specific period. By committing employees to a particular roster in Crown Roster they will automatically become unavailable to be used elsewhere during the same period. Crown Roster is therefore ideal for managing people who are working on a more casual basis, because they can be notified when there are opportunities available for which they might wish to apply. Conversely, they can also be given a list of positions and choose which ones they would prefer to work. Those choices then go back to the planner, who can decide who they need, because there may be more applicants than places. There may also be fewer applicants than needed: Crown Roster takes this into account through its ability to advertise opportunities to a website on which casual staff, both rostered and unrostered, can register and set up alerts.

Comprehensive budget and demand planning and measurement

Crown Roster incorporates a comprehensive budget and measurement system so that planners can set up defined budgets to measure elements that are critical to the business. These might be on a half-hour basis, or a weekly or monthly budget, or an event budget. Crown Roster makes it possible actually to measure-as-you-plan to determine whether planners are achieving their budgetary aims.

Robust workflow processes for roster approval

Crown Roster provides features that enable collaborative rostering by a team of people with different responsibilities, using various protection levels. For example, there can sometimes be various stages in the roster production process, such as roster creation, roster editing, approval for sign-off, pass-back for re-editing, publishing, and the closing of the roster. Crown Roster provides robust facilities to control these various stages in an organised way.

Fully supported “what if” roster planning

At any time during the staff rostering process, the staff planner can ‘checkpoint’ the roster, which means that they could if required, revert back to each defined ‘checkpoint’ following any period of subsequent and possibly experimental rostering. This means that ‘what if’ roster planning is fully supported.

Enhanced visibility to all staff of “published” rosters

When the roster planning process is complete the roster is ‘published’. This action changes the state of the roster to ‘firm’ and the planned working shifts then become visible to all relevant personnel. Staff can view the work schedule by using Crown Self-Service and the roster can be physically published and printed, if necessary. Published roster alerts via e-mail and SMS Texts can be sent to staff.

‘Advertise’ vacancies online for event workforce optimisation

Roster gaps identified within Crown Roster can be advertised as work opportunities to an actual or potential workforce. So a hospitality company running a wedding in a few days time and needing 15 staff can broadcast a requirement and manage the applications until the 15 spaces are filled.

Shift optimisation ensures best use made of right people

Crown Roster incorporates several novel interfaces into and out of the system. Often in shift scenarios it is very difficult for planners to identify the optimum use of people. In these circumstances Crown Roster’s shift optimisation function can help by allowing shift planners to decide the best shift pattern needed to ensure the correct staff and skill coverage. An automated routine generates the shifts and it includes a tool to allow manual adjustments when people go off sick or just fail to turn up, as required.

Interfaces to all popular budgetary planning tools

Crown has always prided itself on its ability to integrate its products to any client system and Crown Roster is no exception. All popular budget planning packages, spreadsheets and databases require only minor customisation to work transparently with Crown Roster.

Rich-interface web client

Crown Roster’s web-based employee interface allows staff to check and review the shifts on which they’ve been rostered and even swap shifts with colleagues. This can be permitted automatically, or be subject to planner authorisation and confirmation. Either way, Crown Roster takes much of the load off planners and does everything possible to keep casual staff happy – and reliable.

Fully-integrated Crown WFM module

Crown Roster installs and runs on conventional servers, so adding it to an existing system requires no additional hardware investment. It uses a browser-based client, so instead of choosing items from lists in a Windows-style interface, Crown Roster is truly interactive and allows you to drag-and-drop. Planners can create periods on a roster as easily as appointments in Outlook and drag and extend them or even move them to different days – just by dragging and dropping.

Integration with Crown T&A

Once shifts are allocated to an employee they will be used to manage their expected attendance on any given day. Their actual attendance will be recorded into Crown T&A. The application will then report attendance exceptions and indicate the steps necessary to resolve them and effects on employee remuneration. Crown Roster utilises new ways of determining expected attendance so shift lengths can be varied in time and duration according to budgetary need. Crown Roster will set the necessary day boundaries so that clockings are recorded against the correct day. Through Crown Roster the planner can also request that an employee works a split shift (i.e. has an extended off-duty period between rostered duties on a day). Crown Roster puts tremendous power into the hands of staff planners.

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