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Shifts

Shifts define work schedules for your employees. This guide covers creating shift types, configuring timing rules, and assigning shifts to employees.

Shift Overview​

Navigate to Shifts from the main menu to manage work schedules.

Default Shift​

Most organizations have a default shift (often called "General" or "Day Shift") that applies to regular working hours. This is typically set as the system default.

Shift Types​

Common Shift Types​

Shift TypeTypical HoursUse Case
Day Shift9:00 AM - 6:00 PMStandard office hours
Morning Shift6:00 AM - 2:00 PMEarly start operations
Evening Shift2:00 PM - 10:00 PMExtended hours coverage
Night Shift10:00 PM - 6:00 AMOvernight operations
FlexibleVariesRemote or flexible workers
Split ShiftMultiple periodsRetail, hospitality

Shift Categories​

  • Fixed Shifts: Same timing every day
  • Rotating Shifts: Schedule rotates weekly or monthly
  • Flexible Shifts: Core hours with flexible start/end
  • On-Call Shifts: Available when needed

Creating Shifts​

Add a New Shift​

  1. Navigate to Shifts > Add New
  2. Configure shift details
  3. Set timing parameters
  4. Click Save

Shift Configuration Fields​

Basic Information​

FieldDescriptionRequired
Shift NameDescriptive name (e.g., "Day Shift")Yes
Shift CodeShort identifier (e.g., "DAY", "NIGHT")No
ColorVisual identifier for calendarsNo
StatusActive or InactiveYes
DescriptionNotes about the shiftNo

Timing Configuration​

FieldDescriptionRequired
Start TimeShift begins at this timeYes
End TimeShift ends at this timeYes
Working HoursTotal hours (auto-calculated or manual)Yes
Break DurationUnpaid break time (e.g., 60 minutes)No
Break StartWhen the break period beginsNo

Example Shift Configuration​

Day Shift Example:

Shift Name: Day Shift
Start Time: 09:00 AM
End Time: 06:00 PM
Working Hours: 8 hours
Break Duration: 60 minutes
Break Start: 01:00 PM

Shift Timing Rules​

Grace Period​

Allow employees a buffer time before marking them late:

SettingDescription
Grace Period (Start)Minutes after shift start before late marking
Grace Period (End)Minutes before shift end allowed for early checkout

Example: A 15-minute grace period means an employee scheduled for 9:00 AM won't be marked late until 9:16 AM.

Half Day Rules​

Configure when a partial day is recorded:

SettingDescription
Half Day AfterHours worked to qualify for half day
Minimum HoursMinimum hours required for attendance

Overtime Rules​

If overtime tracking is enabled:

SettingDescription
Overtime AfterHours after which overtime begins
Overtime RateMultiplier for overtime pay (e.g., 1.5x)

Late Deduction Rules​

Configure penalties for tardiness:

SettingDescription
Late AfterMinutes late before deduction applies
Deduction TypeFixed amount or percentage
Deduction AmountAmount to deduct per late occurrence
Balanced Policies

Set reasonable grace periods that balance business needs with employee flexibility.

Weekly Off Configuration​

Setting Days Off​

Configure which days are non-working:

  1. Open the shift for editing
  2. Navigate to Weekly Off section
  3. Select the days (e.g., Saturday, Sunday)
  4. Save

Rotating Weekly Offs​

For rotating schedules:

  1. Enable Rotating Weekly Off
  2. Define the rotation pattern
  3. Set the rotation start date

Assigning Shifts to Employees​

Individual Assignment​

  1. Navigate to the employee's profile
  2. Click Edit
  3. Select the shift from the Work Shift dropdown
  4. Save

Bulk Shift Assignment​

  1. Go to Employees
  2. Select multiple employees
  3. Click Bulk Actions > Assign Shift
  4. Select the shift
  5. Confirm

Department-Wide Assignment​

Assign a default shift to an entire department:

  1. Go to Departments
  2. Edit the department
  3. Select the Default Shift
  4. Employees without individual shifts will inherit this

Shift Rotation​

Setting Up Rotation​

For organizations with rotating shifts:

  1. Create all required shift types
  2. Navigate to Shift Rotation or Schedules
  3. Define the rotation pattern
  4. Assign employees to the rotation

Rotation Example​

Week 1: Day Shift (Mon-Fri)
Week 2: Evening Shift (Mon-Fri)
Week 3: Night Shift (Mon-Fri)
Repeat...

Rotation Calendar​

View upcoming shift assignments:

  1. Navigate to Shift Calendar
  2. Select employee or department
  3. View the shift schedule for the period

Shift Change Requests​

Employee Requests​

If enabled, employees can request shift changes:

  1. Employee submits request from self-service portal
  2. Manager receives notification
  3. Manager approves or rejects
  4. If approved, shift is updated

Manager Override​

Managers can directly change employee shifts:

  1. Open employee profile
  2. Navigate to Shift tab
  3. Click Change Shift
  4. Select new shift and effective date
  5. Save

Shift Reports​

Available Reports​

  • Shift Roster: Current shift assignments for all employees
  • Shift Attendance: Attendance summary by shift
  • Late Report by Shift: Tardiness analysis per shift
  • Overtime by Shift: Overtime hours per shift type

Generating Reports​

  1. Navigate to Reports > Shift Reports
  2. Select the report type
  3. Choose date range and filters
  4. Export or view

Best Practices​

Shift Design​

  • Name shifts clearly (avoid generic names like "Shift 1")
  • Document shift rules and expectations
  • Consider employee preferences when possible
  • Review shift effectiveness periodically

Timing Configuration​

  • Set realistic working hours
  • Include appropriate break times
  • Use reasonable grace periods
  • Align with labor law requirements

Assignment Management​

  • Maintain shift assignment records
  • Notify employees of shift changes in advance
  • Consider transportation and personal constraints
  • Balance workload across shifts

Next: Learn about Holidays to configure your organization's holiday calendar.

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