đ Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
An allocation creates the official record stating a User is entitled to receive an item, and the item cannot be distributed or collected until this allocation record exists. Allocations can be created automatically using rules, automations, store redemptions, or uniform bundles, or added manually through user profile assignments and spreadsheet imports.
đĄTip: Before setting up an allocation, determine whether you need a standalone allocation rule or a broader automation to handle your workflow. See the Understanding Allocation Types and Distribution Methods article for more information.
Allocation Types
Allocation types are sorted into the three following categories:
Rewards: Rewards are celebratory items awarded for personal milestones, achievements, or discretionary thank-you gifts. To give recognition maximum visibility, Rewards can be found in the Rewards section of the User Portal.
Entitlements: Entitlements represent essential operational equipment required for a User's role such as uniforms, meal vouchers, or parking passes.
Redemptions: Redemptions consist of catalog items purchased directly by User's spending their earned Reward Points in the User Portal. These allocations are stamped automatically upon store checkout, deducting points from a User's balance the moment an order is placed.
Create an Allocation
Click Users > Rewards & recognition.
Click the Allocations tab.
Click the Create button. The Create Allocation screen appears:
Enter the Name of the allocation.
Click the Type dropdown menu to select the allocation type. See the Allocation Types section above for more information.
Click the Rules dropdown menu to select one of the following rules:
Total Number of Shifts: Triggers when reaching a set count of completed Shifts.
Total Number of Events: Triggers when attending a set count of distinct Events.
Total Shift Hours Attended (by scheduled time): Triggers based on cumulative hours from rostered Shift times.
Total Shift Hours Attended (by check-in to check-out time): Triggers based on cumulative hours from actual time-card timestamps.
Total Shift Hours per Day: Triggers when completing a set number of Shift hours within a single calendar day.
Enter a numerical Value for the rule selected.
(Optional) Click the Add Condition button to add conditions that must be met for the allocation to run.
Click the Save button. The Items section appears below the allocation:
Click the Add button to add an item to the allocation. The Add Item window appears:
Click the Rewards & recognition item dropdown menu to select an item.
Enter the Quanity of the item that is distributable to an individual at one time.
(Optional) Click the dropdown menus to enter how long the item is valid for.
Click the Submit button.
Update an Allocation
Click Users > Rewards & recognition.
Click the Allocations tab.
Click the More Actions menu on the allocation you wish to update.
Click Update. The Update Allocations screen appears:
Update the information desired.
Click the Save button.
Delete an Allocation
â ď¸ Warning: Deleting an allocation is a permanent action and data cannot be restored.
Click Users > Rewards & recognition.
Click the Allocations tab.
Click the More Actions menu on the allocation you wish to update.
Click Delete. The following window appears:
Click the OK button.