How to Manage Team Schedules and Rosters

The Schedule feature is where you build your weekly roster — creating job sites, dropping workers onto them, and firing off notifications so everyone knows where to be. This guide walks through the full process from a blank schedule to a sent roster.

Before You Start

Make sure you have the following sorted:

• You are signed in to a Builder, Subcontractor, or Professional account.
• Your team members are already added to your account. If not, work through the employee setup guide first.
• If you plan to send roster SMS messages, your SMS template needs to be configured in Settings.
• You have at least one active job site, or you are ready to create one now.

Step 1: Open the Schedule page

1. Log in to your SkillsDock dashboard.
2. Click Schedule in the main navigation menu.
3. The weekly calendar bar defaults to tomorrow's date. Use the arrows to jump to the date you want to schedule.

Direct link: Builder | Subcontractor | Professional

Step 2: Create a job site

Every assignment ties back to a job site. If you already have sites set up, skip ahead to Step 3.

1. Click Add Site.
2. Fill in the required fields:
   • Site Name — keep it short and recognisable (e.g. "George St Fitout")
   • Address — start typing and select a suggestion from the autocomplete list; coordinates are saved automatically
   • Start Time — the default start time for workers assigned to this site
3. Fill in any optional fields you need:
   • Finish Time
   • Smoko Break
   • Lunch Break
   • Supervisor Name
   • Supervisor Phone
   • Notes
4. Click Add Site to save.

The site appears as a card on the Schedule page for whatever date you are viewing.

Step 3: Assign employees to a job site

1. Make sure you are on the correct date in the weekly calendar bar.
2. Find the Members panel on the left side of the page.
3. Drag a team member's name onto the site card you want to assign them to.
4. Confirm the employee's name appears under the site card.

Repeat for each person and each site. One thing worth noting: an employee can only be assigned to the same site once per day. If you try to add the same person twice to the same site on the same day, the system will block it.

Step 4: Assign multiple employees at once

If you are setting up several people across multiple sites for a full day:

1. Open the site card menu and select Bulk Assign (if available), or drag employees across one by one.
2. Use the weekly calendar to move to the next day and repeat.

In our experience, doing a full week in one sitting is the fastest approach — set aside 10–15 minutes at the start of the week and you are done.

Step 5: Send the roster to your team

Once your assignments are in place, let your team know.

Send immediately via SMS

1. Click Send Roster on the Schedule page.
2. Select SMS.
3. Choose the date you want to send the roster for.
4. Click Send.

Each employee assigned for that date gets an SMS using your saved template, with their name, site name, and start time filled in automatically.

Send immediately via the SkillsClock app

1. Click Send Roster on the Schedule page.
2. Select SkillsClock App Notification.
3. Choose the date.
4. Click Send.

This drops a roster card directly inside the SkillsClock app for employees who have it installed. It is worth pushing workers toward the app notification over SMS where possible — it is cleaner and costs nothing per message.

Schedule an automatic send

1. Click Schedule Roster.
2. Set the Roster Date — the date the assignments are for.
3. Set Send At — the time you want the message to go out.
4. Click Confirm.

The roster sends at the scheduled time with no further action needed from you.

Step 6: View and manage scheduled messages

1. Click Scheduled Messages (or open the Scheduled Messages drawer) on the Schedule page.
2. Check the list of upcoming sends — their status and send time are shown.
3. To cancel a message that has not yet been sent, click Cancel next to it.

Only messages with a Pending status can be cancelled. Once a message starts processing or has already been sent, it cannot be recalled.

Direct link: Builder | Subcontractor | Professional

Step 7: View assignments from connected organisations

If your account is connected to partner organisations (for example, a subcontractor working across multiple builder accounts):

1. Open the Schedule page.
2. Toggle Include Partner Organisations on.
3. Assignments from all connected organisations appear alongside your own, each labelled by its source company.

Troubleshooting

The address would not save and no location was found

The address field uses autocomplete to capture map coordinates. If you type a full address but do not click a suggestion from the dropdown, the location may not be saved. Click into the Address field again, start typing, and select an option from the list rather than leaving the typed text as-is. GPS features in SkillsClock rely on valid coordinates, so this step matters.

I tried to assign an employee but got a conflict error

An employee can only be assigned to the same job site once per day. If you see a conflict error, check whether that person is already on the site card for that date. To move them to a different site, remove the existing assignment first.

No SMS messages were received after sending the roster

Check two things:

1. Assignments exist for that date — if no employees are assigned for the date you selected, zero messages go out.
2. SMS template is configured — go to Settings and confirm your template is set up. Sending without a template returns an error.

Also double-check that employee mobile numbers were entered correctly when they were added to your account.

I cannot cancel a scheduled roster message

Only Pending messages can be cancelled. If the message has already started processing or been sent, it is gone. Check the status column in the Scheduled Messages drawer — if it shows Processing or Sent, it has already gone out.

A team member's site shows the wrong start time

The start time employees see comes from the Start Time set on the job site itself. To fix it, click Edit on the site card, update the Start Time, and save. The next roster send will use the updated time.

I see a "403 Forbidden" error when accessing the schedule

You are likely signed in to the wrong app for your account type. Builders use builder.skillsdock.com.au, Subcontractors use subbie.skillsdock.com.au, and Professionals use pro.skillsdock.com.au. Sign in at the right URL for your account type.

Related Articles

• How to Set Up Your Team & Employees in SkillsDock
• How to Set Up SkillsClock for Your Team
• How to Create and Manage Connections in SkillsDock