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Product Updates - (SP075) - 8 May 2024

This document will provide an overview of the features/updates the product development team has delivered in Sprint SPO75 (8 May 2024 Release)

What’s New 🚀


Ability to set training modules for user groups or user types

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When creating user groups or user types, the option to select a training module will now be available. 

When users are added to a group or assigned a user type with a training module attached, those users will automatically be assigned the module.

Similarly, if the user is then removed from the group or user type, the training module will also be removed.


💡How this helps

This functionality is also available in other areas of Rosterfy, such as shifts and roles, and serves to streamline the process for administrators when configuring groups or user types. It eliminates the need for separate automation setups to assign training to users or manually removing training modules.


Visibility of Email Template Usage
A new ‘Usage’ button will appear within Email Template actions, displaying any automation that is configured to trigger that email template.


Administrators can then click the Automation link and be taken to the page that shows the configuration of the automation.

💡How this helps
This feature gives administrators insight into the reasons behind sending emails and the timing of their delivery. It proves especially beneficial for administrators who may not have participated in setting up email automations.


Ability for Items to be visible and assigned to users when they belong to a parent account 

A new account setting has been added to the ‘Reward & Recognition’ tab to allow items created in a parent account to be assigned to users across all subaccounts.



When enabled, subaccounts will be able to see parent account items across ‘item listings’ in their account, and have the ability to assign those items to users.

Similarly, users will be able to see those items under ‘My Achievements’ and add the badges to their profile. 


💡How this helps
This feature allows for a parent account to create badges that can be shared across multiple sub accounts. 


Ability to remove street address from Custom Address Fields 

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Custom address fields can now be customised to only display city/town, state and country, instead of specific street addresses.


Within ‘Address’ field advanced settings, the ‘Disable Street Address’ option will appear.


When selected, no street address fields will display within the field, and if a Lookup is enabled, this will only search for cities.



💡How this helps
Allows administrators to create address fields that can be used to capture or display a location without a specific street address. For example, a user can select the city or town they are from without providing their street address. 


Add ‘Portal Name’ to Certificates and allow merge tags to be used

Within the certificate editor, the option to add a 'Portal Name' is now available. The certificate portal name will display in the portal when accessed by users. Merge tags can also be added to the portal name to allow for further customisation.

💡How this helps
Allows administrators to create a personalised certificate name when accessed and downloaded via the portal. 


Form Categories 

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Categories can now be created for Forms, allowing forms to be grouped and filtered by a category. 


The category can be set within the Form Settings


💡How this helps
Enables the organisation of forms into categories, simplifying the management of forms.


User Type Branding used for Emails

Emails that are sent to users, who have a user type with custom branding attached, will now adhere to that user type branding, rather than the branding set in the communication template (on the condition that the email template has no custom branding). 

💡How this helps
Allows administrators to send an "unbranded" template, and know that the appropriate user type branding will be applied. Saves administrators from needing to create multiple templates to accomodate different branding requirements for different user types. 


Allow Users to swap into a new Shift and trigger automation

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A new event type setting has been added to allow users to swap shifts. When enabled, the administrator can select which status the user should be assigned when swapping into the new shift (use status from the old shift, default confirmed status or default status).


In the portal, users will have the option to ‘swap’ into a new shift by clicking on the status button of shifts from their upcoming shift list. 

If selected, the user will be presented with a list of shifts to select from.

When the user swaps to a new shift, they will be assigned the default ‘rejected’ status for the old shift. Allowing administrators to maintain visibility of that user.

Shift swapping rules:

  • Users can only swap between shifts if ‘allow withdraw’ is enabled for the shift
  • When payments are attached to shifts, users can swap between two equal price shifts
  • When payments are attached to shifts, users can swap from a higher priced shift to a lower priced shift with a warning message*
  • When payments are attached to shifts, users cannot swap from a lower priced shift to a higher priced shift. 



Shift Swap Automation & Merge Tags

When a user swaps from one shift to another, this does not trigger any apply OR withdraw automations. However, if there is a form associated with the new shift, it will still trigger a Form - Process automation.

A new automation task ‘Event Shift - Swap’ has been added which can be used to trigger any follow up actions, i.e sending the user a confirmation email or notify an administrator if a person has swapped to a lower priced shift. 


Rules can be added based on the new or old shift ID.


Administrators can differentiate between rendering values from the old shift vs the new shift in emails by selecting the ‘use old shift’ checkbox. When unselected, the new shift details will be used. The merge tags will be pre-



For the above email template example, if used as the template for an Email action off the back of a Shift Swap automation, this results in the following email:

💡How this helps

Allowing users to swap into a new shift seamlessly. Allows for separate workflows to be created, rather than using ‘withdraw’ and ‘apply’ flows.