Roster, leave, and the Whiteboard

Openhood can run your staff roster the way the whiteboard in the tea room used to: who is in today, who is away, who starts late, plus the notes and drawings your team leaves for each other. It also gives every person a simple clock on and clock off, and gives managers a weekly timesheet review.

Turn it on

Roster and leave is an operational module that is off until the owner enables it.

1. Open Settings and go to General, then Operational modules.
2. Set Roster and leave to Internal. Openhood then owns rosters, leave, and attendance.
3. If your HR system owns approved leave, choose External instead. Openhood keeps rosters and attendance while leave arrives read-only from your HR system.

While the module is off, none of the roster, leave, Whiteboard, or clock surfaces appear anywhere in the app.

After you turn Roster and leave on, Team Roster shows a server-derived setup checklist until calendar windows, site assignments, and roster patterns are ready. You can optionally apply a weekday baseline to active technicians and detailers who do not yet have a pattern, then refine any member in the existing editor.

Set each person's weekly roster

Roster patterns live in Settings under Team Roster and need the roster management permission, which owners and admins hold by default.

1. Open Settings and go to Team Roster.
2. Expand a team member and set each weekday to a named site window, a custom from and til time, or Off. Derived hours and the week total show as you go.
3. Save the roster. Openhood fills the coming six weeks of dated shifts from the pattern.

One-off changes such as "in from 10 today" or "off this Friday" are edits to that day, not a new pattern, so history stays accurate. Past days never change when you edit a pattern.

The Whiteboard

The Whiteboard opens from your avatar menu, or from the board icon in the header when there is something on it you have not seen. It shows a month calendar of who is away, with approved leave as bands across the days it covers. Managers also see pending leave requests on the calendar and can click any day to add leave or open the day's options.

Everyone can see when a teammate is away, but not why. Only managers and the person themselves see the leave type; everyone else just sees Away. Your own requests are always visible to you, including pending ones.

The Board and Notes rail on the left is the social half of the whiteboard: short notes for the team and one shared drawing per site. Anyone can post a note or draw; clearing the whole drawing is a manager action.

Request leave

1. Open your account settings and go to Roster and Leave, then Timesheet and leave.
2. Use Request leave, pick the type and dates, and add a note if useful. Single-day leave can cover part of the day.
3. Your request shows as pending until a manager approves or declines it. You can cancel your own pending requests.

Managers can also enter leave directly from the Whiteboard, which approves it immediately. A decline always carries a reason, and leave that overlaps an existing entry is rejected rather than double-booked.

Clock on and clock off

The clock lives in the My Jobs title row and as a small clock icon in the header next to your avatar. One tap clocks you on; the same control shows elapsed time and clocks you off. Clocking on is separate from job timers: it records that you are in the workshop, while labour time on a job is still tracked on the job itself.

Clocking on may note your location at the moment you tap. It never blocks the clock if location is off, and only managers see it, in timesheet review.

Forgot to clock? Add a missed shift or request a correction from Timesheet and leave. Corrections go to a manager with your reason attached.

Review timesheets

Managers review attendance from the Whiteboard using Review timesheets. The review works one week at a time and flags anything needing attention, such as a missing clock off or a pending correction, before the week can be approved. Approving a week locks it against further changes; approvals can be voided with a reason if something was missed.