Directory - Contacts
This section covers everything you need to know about the Directory in Rooster. You'll learn how to manage contacts, which can be added to different pages within Rooster.
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This section covers everything you need to know about the Directory in Rooster. You'll learn how to manage contacts, which can be added to different pages within Rooster.
Last updated
Was this helpful?
These are people or entities listed in the Directory who may not have login credentials but can be assigned to Rosters, Routing Rules and Broadcast Groups on Rooster.
You can view contacts from all institutions within your cluster, and assign them to your rosters and routing rules.
Navigate to Contacts under 'Directory' and click on 'Add New Contact'
Key in the contact details
Contact Type: Choose from Doctor, Staff (e.g. non-clinician), or Resource (e.g. shared phone by a specific department)
MCR Number: Key in this field for Doctors only. Valid formats for MCR Number: M12345X, D12345X, MP1234X.
Mobile number: Key in the primary mobile number (mandatory for Doctors)
Email address: Key in a work email address (mandatory for Doctors and Staff)
Key in the employee's current posting and additional posting (if applicable). E.g. consultant who concurrently belongs to 2 departments or senior consultants who have non-clinical roles.
To add contact using excel, click on 'More' and then select 'Download / Upload Excel Template.'
After you have downloaded the template, add the relevant fields in the excel. Ensure the fields labeled 'Required' have been filled up.
Save your excel and then upload back on rooster. Click 'Upload.'
Verify your contacts have been successfully added by using 'Search by Name, Email, MCR No. or Office No.' on the directory page.
Disabling a contact in Rooster means they will be inactive and can no longer be added to any features such as monthly rosters, routing rules, or broadcast groups. This is typically done when a doctor has rotated out of your institution.
If your contact has been disabled, they will not receive any critical SMS alerts.
When the contact returns to your institution, you can enable them again to resume assigning them as needed.
Some potential use cases where you might need to disable your contact:
If your user has left your institution permanently
If your user has gone on a long leave, e.g maternity leave
If your user has been rotated out of your cluster, e.g from NUHS to Singhealth
Start by clicking on the 3 dots on the extreme right of the contact you want to edit. Click on 'Disable Contact'
Note : You cannot disable a contact if it's currently in use in either Rosters, routing rules, or broadcast groups.
If a contact is still being used in any of the following places, you will see an error message when trying to disable them. As shown in the screenshot below, we will need to remove the contact from all active postings first:
Rosters: Any user with the Department Secretary or Institution Superuser role on Rooster will be able to remove the contact's references from the Roster. Only references starting from today will need to be removed.
From the example below, we can identify that our contact has currently been assigned to the Leave roster in column called 'Leave.'
If you are not able to locate your contact in this month, toggle on to the next few months to ensure you have removed all references of your contact
Routing rule: Any user with the Institution Superuser role on Rooster will be able to remove the contact's references from the Roster.
From the example below, we can identify that our contact has been added to the 'Catchall' rule
Broadcast group: Any user with the Message Broadcast role on Rooster will be able to remove the contact's references from the Broadcast group.
From the example below, we can identify that our contact has been added to 'TJY Contact Group.'
Navigate to Contacts under 'Directory' and select 'More' to download contacts.
Click on 'More' and select 'Download as excel' from the dropdown.
If you want to filter your view of contacts—either directly on Rooster or after downloading—for example, to hide disabled contacts or view only those from your department, follow these steps:
On Rooster directly:
Select the 'Select Status' filter
Select 'Active'
Use the other filters, e.g 'Departments' to view contacts only from your department
After downloading in Excel:
Download the full contact list from Rooster.
Open the file in Excel.
Select the data and go to the Home tab → Sort & Filter → Filter.
In the ‘Enabled’ column, filter to show only TRUE (active) contacts.
In the ‘Department’ column, filter to display only your department’s name.
