Rosters and integrations
Bring your roster in from Tanda, Employment Hero or a CSV.
Bring your roster into HospoTek so it knows who is meant to be at work. You can connect Tanda or Employment Hero, or import a CSV file from any rostering tool.
Venue Managers only. Everything on this page is in Settings › Integrations.
What HospoTek does with the roster
The roster is the plan. HospoTek reads it and shows it beside the work:
- Tasks shows who is rostered on each day above that day's checklists.
- My shift shows each staff member their rostered hours.
- On the Dashboard, By person lists the people rostered today first, and folds everyone else into Not rostered today.
- The assistant's briefings and Ask HospoTek can read who is rostered.
HospoTek only reads published, scheduled shifts. Drafts and cancelled shifts don't show.
Connect Tanda
Start the connection
On Settings › Integrations, under Roster sources, press Connect Tanda. Sign in to Tanda and allow HospoTek access.
Choose your locations
Back in HospoTek, you're asked Which Tanda locations are this venue? Tick the locations that are this venue and press Save locations. Pick at least one.
Check the first sync
HospoTek pulls the roster straight away. The Tanda card shows Connected, the locations it reads and when it last synced.
Connect Employment Hero
Employment Hero needs the Platinum plan or above.
Start the connection
Under Roster sources, press Connect Employment Hero. Sign in to Employment Hero and allow HospoTek access.
Choose the organisation
You're asked Which Employment Hero organisation is this venue? Choose it and press Save organisation.
Choose your locations
Then Which Employment Hero locations are this venue? Tick the locations and press Save locations.
If Connect is greyed out, the connection isn't available yet. The "?" beside it says so.
Keep a connection running
Each roster source has its own card under Roster sources. The badge says where it stands: Connected, Not connected, Reconnect needed or Last sync failed. When a sync fails, the "?" beside the badge says why.
Under the badge you see the locations it reads (press them to change), when it last synced and the last few syncs. "Live" means changes arrive as they happen. "Checks every 15 minutes" means HospoTek checks for changes on the quarter-hour.
- To pull the roster now, press Sync now.
- If the badge says Reconnect needed, press Reconnect and sign in again.
- To stop, open the card's menu and choose Disconnect. Rostered shifts already in HospoTek stay, and new changes stop arriving.
Import a roster from a CSV
Use this if your rostering tool isn't connected, or your roster lives in a spreadsheet. Press Template on the Import from CSV card for a blank file to start from.
Upload
On the Import from CSV card, press Upload a roster, then Upload CSV under CSV file, and choose your file. It needs one row per shift, with a name, a date, a start and a finish. Exports from Tanda, Employment Hero and Deputy are read as they are.
Map columns
If HospoTek doesn't recognise the file, it asks which column is which: Name, Date, Start and Finish are needed, and Email, Phone, Break and Area are optional. Press Next.
Preview
The Import summary shows the total shifts, the people, the People to match, the Areas to map, how many shifts it's Replacing, and any rows that couldn't be read. Nothing changes until you confirm.
Import
Press Confirm import.
Importing a file replaces the CSV shifts already in HospoTek for the same dates. Shifts from Tanda or Employment Hero aren't touched. HospoTek won't import the same file twice.
Match people on the roster
HospoTek matches each person on the roster to someone on your team, by email first, then mobile number, then full name. It only matches when exactly one person fits. Once someone is matched, they stay matched.
Anyone it couldn't place is listed under People to match, with their email, phone and how many shifts they have in the next fortnight. For each one:
- Choose the person from the list and press Match.
- Press Not staff here if they don't work at this venue.
Matched people are under Matched at the bottom of the card. Press Unmatch to undo a wrong match.
Invite people from the roster
If people on the roster aren't on your team yet, press the invite button on People to match, such as Invite 6 people from Tanda, then Send invitations. Each person with an email gets an invitation with the name, email and mobile the roster has. They join as Staff, in the area they're rostered in most. They're matched by email once they accept.
To do this after every sync, turn on Invite new roster people automatically. Anyone new on the roster with an email is then invited as Staff, up to 50 a sync. The invitations go out in the name of the Venue Manager who turned it on.
See Team for following up invitations.
Map roster areas
Your rostering tool has its own names for parts of the venue. Under Roster areas, choose the Venue area for each Roster area, or leave it Not mapped. Shifts in an unmapped area still come in, with no area.
Missing an area? Add it under Settings › Areas and times.