---
title: Build and publish the weekly roster
description: Fill the week by station or person, clear the guardrail warnings, publish, and collect acknowledgements and swap requests.
order: 13
updated: 2026-09-16
keywords: roster, schedule, shifts, publish, guardrails, swap, template
---

The schedule is a weekly grid with a guardrail engine that checks Malaysian working rules as you fill it.

**Before you start:** team write access. People must exist in the team directory with an outlet and a station.

## Open the week

1. Open **Team › Schedule**.
2. Choose the outlet and use the arrows to move to the week you are planning. Switch between **By station** and **By person**.

## Add shifts

1. Click a cell. The drawer shows who can cover that station and time, ranked, with any warnings against each name.
2. Pick a person, set the times and any break, and save.
3. Repeat. Coverage against the minimum shows under each day.

To go faster, use **More**:

- **Copy last week** copies the published week forward.
- **Apply template** applies a weekday, weekend, Ramadan or public-holiday pattern.
- **Auto-fill** proposes people for empty cells from availability and skills. You still review every cell.

![The weekly schedule grid by station with a blocking notice for a shift after permit expiry, an open acknowledgement and a pending swap request {1440x920}](/shots/staff-schedule.webp)

## Clear the warnings

The guardrail engine flags:

| Warning                                                               | Type     |
| --------------------------------------------------------------------- | -------- |
| Minor rostered after curfew                                           | Warning  |
| Shift longer than 12 hours                                            | Warning  |
| Week longer than 55 hours                                             | Warning  |
| Insufficient rest between shifts                                      | Warning  |
| Leave overlap                                                         | Warning  |
| Cross-outlet float                                                    | Warning  |
| Expired foreign-worker permit                                         | Blocking |
| Missing or expired food-handler certificate at a food-contact station | Blocking |
| Blocked certification gap at the assigned station                     | Blocking |

A **warning** can be overridden with a written reason and the employee-agreed checkbox. A **blocking** issue prevents publishing until it is fixed. See [Roster guardrail rules](/docs/reference/roster-guardrails).

## Publish

Click **Publish schedule**. Each person on the week gets an acknowledgement to confirm. Open acknowledgements show on the schedule until they are settled. Publishing again creates a new version; use **Return to draft** to unpublish.

## Swaps and covers

Swap requests from staff appear at the top of the schedule with **Approve** and **Reject**. A no-show opens a ranked replacement list with a one-tap WhatsApp link to ask the replacement.

## Lock and print

**Lock week** stops further changes once the week is running. **Print roster** produces a printable copy for the notice board.

## Related

- [Approve timesheets and run payroll](/docs/how-to/run-payroll)
- [Roster guardrail rules](/docs/reference/roster-guardrails)