Record the roster and attendance

You record the shift’s attendance in the diary’s Headcount field: you pick who was on the shift. You do not type the headcount number — the system calculates it from the names you enter. The names come from your organisation’s roster (your admin sets it up); anyone not on it can be added by hand.

Before you start

• An opened, editable diary (see Open and close the shift diary).
• Your admin maintains the roster. If a colleague is missing from the dropdown, either ask your admin to add them, or enter them by hand for this one shift.

Steps

1. Open the diary and find the Headcount field. Underneath it says: “Headcount is calculated from the entered names.”
2. If your plant has fixed posts, there is one row per post, labelled with the post name. Pick the colleague in that row from the “— Pick from roster —” dropdown. A required post is marked with *.
3. Add further attendees under “Other attendees” (“Beyond the fixed posts — e.g. trainee or occasional presence.”): the Add colleague button opens a new row, you pick the name, and you can also give a Position. Remove a row with the remove button.
4. If someone is not on the roster, choose “Other (manual)” in the dropdown and type their name. The “Back to roster” button switches back to picking from the list.
5. Done. The Headcount number updates from the names on its own, and the attendance is saved together with the diary (there is no separate “Save”).

The roster is your admin’s

The names you can choose come from your organisation’s roster, which your admin manages. During the shift you only pick from it (or enter a name by hand for this one diary) — you do not edit the roster here.

If it worked

The names you picked appear in the rows, the Headcount shows the number of names, and the attendance goes into the diary PDF and the reports. The closed diary’s header shows who was on the shift later, too.

Common problems

What you see	Why	What to do
The colleague is not in the dropdown	They are not in the organisation’s roster.	Choose “Other (manual)” and type the name; or ask your admin to add them to the roster.
A post marked * will not let you continue	It is a required post left empty.	Pick a name for it — it is a required field, and the diary cannot be closed without it.
The Headcount number is off	The number is calculated from the entered names.	Check the rows: is everyone present listed, with no empty or duplicate row?
I cannot edit the attendance	Either you are viewing a closed/archived diary, or you have no edit permission.	For a live diary ask your admin for the permission; in a closed diary the attendance can no longer be changed.

Worth knowing

• Post vs. other attendee. A post is a named position your admin defined (a fixed row); an other attendee is someone present beyond the posts (trainee, occasional). Both count towards the headcount.
• The headcount is derived. There is no separate “how many people” field — the number always comes from the entered names, so it cannot drift from the roster.
• A position can be given. For an other attendee you can add a Position next to the name (free text) — useful in the report.

Related

Fill in the diary data pointsAttendance is one of the diary's fields — this is how you fill the rest.

Open and close the shift diaryYou record attendance in the opened diary and close it at the end.