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🔧Managing Contacts

Adding new contacts

Method 1: Adding individual contacts

  1. Go to Directory in the main navigation and click the "Add New Contact" button

  1. Choose Contact Type (Doctor/Staff/Resource)

  1. Fill required fields based on type

  2. Add Current Main Posting information

  3. Optional: Add additional postings if applicable.

    • E.g a consultant might have an additional posting as a administrator role

    • Additional posting will appear as a new row under the main posting

  4. Click 'Save' to confirm your changes

Method 2: Bulk upload via Excel

  1. "Directory" → "More" → "Download/Upload Excel Template"

  2. Download the template

  3. Fill in required fields marked in template

  4. Save your file and upload the completed file back to Rooster

This method only supports adding a new contact along with their current posting details into Rooster. It does not support modification of additional or next postings.

Finding Contacts

Quick Search

Use the search bar to find contacts by:

  • Name (full or partial)

  • Email address

  • MCR number

  • Mobile number

  • Office number

Filtering

Option A: Using Rooster interface

  • Status filter: Show only Active or Disabled contacts

  • Department filter: View contacts from specific departments

  • Designation filter: Filter by role (Doctor, Staff, Resource)

  • Location filter: Show contacts from specific locations

Option B: Using Excel

  1. Download the full contact list from Rooster and open the file in Excel

  2. Select the data and go to Home tab → Sort & Filter → Filter

  3. Filter 'Enabled' column to show TRUE (active contacts only)

  4. Filter 'Department' column to display specific departments

Searching for specific contacts

Rooster's interface: Each row is a posting, either main or additional posting of the contact

Exported contacts in Excel: Each row is the contact's main posting

Disabling/Enabling Contacts

Disabling makes contacts inactive - they can't be added to new rosters, routing rules, or broadcast groups.

Common scenarios of when to disable a contact

  • Doctor rotated out of your institution/cluster

  • Staff member on extended leave (maternity, sabbatical)

  • Contact left the institution permanently

  • Shared resource no longer in use

Important: Disabled contacts will not receive any critical SMS alerts

How to disable a contact - step by step

Method 1: Manually disabling the contact

  1. Find the contact in the Directory

  2. Click the 3 dots on the right side of their row

  3. Select 'Disable Contact'

  4. If needed, you can re-enable back your contact once disabled

Method 2: Auto disabling of contact

  1. Add an end date on the contact under 'Current Postings'

  2. The contact will be disabled at the end of the day

"Contact can't be disabled" error message - What to do?

This error message will appear if contact is assigned to:

  • Rosters

  • Routing rules

  • Broadcast groups

⚠️ You must remove them from all active assignments first:

From Rosters:

  • Check current and future months for assignments and remove assignment from dates that are today onwards

  • Who can do this: Department Secretaries or Institution Superuser

From Routing Rules:

  • Find which rules include this contact and remove them

  • Who can do this: Institution Superuser

From Broadcast Groups:

  • Locate groups containing this contact and remove them

  • Who can do this: Message Broadcast role

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