Set up Shifts with Working Schedules
Created by Blase Standen, Modified on Fri, 02 Jun 2023 at 02:17 PM by Dylan Marriott
This comprehensive document serves as your ultimate guide to effectively utilize working schedules to assign your employees to shifts. Within these schedules, you have the ability to create customized shifts, overtime rules, breaks, and more.
TABLE OF CONTENTS
- Overview of Working Schedules
- Making a Daily Setting
- Making an Overtime Rule
- Making a Week Set up
- Editing, Deleting and Duplicating a pattern
To navigate to the Working Schedules feature, simply locate the calendar icon accompanied by a cog symbol on the top toolbar and click on it.
Upon accessing the page, a user-friendly interface will greet you, presenting four different tabs. These tabs include Daily Settings, Overtime Rules, Week Set Up, and Rotating Shifts, each offering specific functionalities.
- Daily Settings - In this tab, you can see and create daily settings. Daily settings are a Shift / Schedule that may apply to a day. Such as a monday may be 9AM till 5PM, and there is a break at 12. Each day can have its own Rounding Rules, Breaks, Start and Finish Times and more.
- Overtime Rules - Within this section, you can modify and create parameters that allow you to say when and how an employee gets overtime. Similar to Daily Settings these can apply to different days or all days, for instance if you have overtime all day Saturday, but Monday you have no overtime and Tuesday you must work 10 hours to achieve overtime.
- Week Set Up - In this section you can create a Week Schedule which you can apply to Employees individually. You will use Daily Settings and Overtime rules to build out a week. As an example you may have Monday to Friday using the daily shift that is called 9AM - 5PM, and the overtime rule that is labelled '8 Hours Target'. Saturday and Sunday can have their own different shifts and targets.
- Rotating Shifts - Rotating shifts allow you to have more flexibility where an employee may have two different week setups they may be on, and may switch between them.
To create a daily setting, ensure that the dropdown menu displays "create new," as depicted in the image below. Once you have selected this, simply click on the icon adorned with a wizard's hat to unlock the Wizard tool, which will guide you through the process.
Once you have accessed the Wizard, proceed by clicking "Next" to navigate to the beginning of the daily settings menu. In this section, you have the opportunity to assign a descriptive name to your daily setting, it's ideal to label the daily setting so that its easy identifiable. Below is the image of that section and a table explaining each feature and its usage:
|Rounding to apply to IN clockings
|This allows you to round clockings that are considered as an IN clocking. Roundings automatically round forward and are in your favour. A clocking at 09:00 with15 minutes, will be recorded as 09:00. With the same settings a clocking at 09:02 will round to 09:15
|Rounding to apply to OUT clockings
|Similar to the feature above but it will round backwards and still in your favour. IE a 15 minute rounding setting with a clock out of 16:58 will be recorded as 16:45.
|Apply x minutes grace to all IN clockings
|This allows you to setup a grace zone. If you have a 5 minute grace on in clockings with a 15 minute rounding, any clockings between 09:00 and 09:05 will be recorded as 09:05. Any clockings between 09:06 and 09:15 will be recorded as 09:15
|Apply x minutes grace to all OUT clockings
|Similar to above, just rounding backwards. 15 minute rounding with 5 minute grace would make a zone between 16:55 and 17:00 that rounds up to 17:00, any clockings between 16:54 and 16:45 would be rounded down to 16:45
Within the next page you have more shift settings. This has the more fundamental settings you would need for a shift.
Settings like to Start Time and Finish time are the start and finish time of the shift .
A round forward zone is used to ensure employees dont get paid extra for coming in 5 minutes early. This is mainly used when you have overtime in place and you don't want to allow employees to get paid overtime when they came in a little bit early as they didn't actually work for that extra 5 minutes.
With a round forward zone of 30 minutes and a start time of 09:00, it would create a zone between 08:30 and 09:00 where any clockings just get rounded to 09:00.
The Round Back Zone works exactly the same, but rounded downward to the finish time. With a 30 minute Round Back Zone and a finish time of 17:00 any clockings between 17:00 and 17:30 would get recorded as 17:00.
Other settings such as Employee is early out and Employee is late in after are pretty straight forward.
On the right hand side you have options of when Late starters and Early finishers will generate warnings.
The first option for both early out an late in is the most appropriate for 99% of cases, it means if someone clocked in late they would be marked as late unless it was a rest day (which is a day off)
Phase Hours is often confused as the shift start time, this can be used in some complex scenarios that won't be covered in this guide, but setting it to 6 hours will work for 99% of cases.
Within this menu, you gain full control over configuring breaks which allows the software to expect breaks, pay for breaks or automatically deduct them without the need for clocking in and out.. As depicted in the accompanying image, you have the flexibility to include anywhere from zero breaks (which can be selected to skip the subsequent page) to up to 12 breaks. Upon clicking "Next," you will be presented with the opportunity to configure the breaks settings.
Specify the start and end times for each break, precisely indicating when they are scheduled to occur. In case a break is unpaid, you can easily mark it as such so they do not get paid for the time clocked out. If your break times are flexible and not set, you can set a start time, adjust the break duration and then select a finish time which should cover the zone the employee may take a break in.
To automatically deduct the break fill in the 'Deduct X minutes if break is not clocked' This will deduct the amount of minutes you've specified even if the employee hasn't clocked out for it.
To proceed, simply select "Next" and continue with the configuration process.
The auto-clock section can cause problems and is quite complex and will not be useful for most people, for that reason we won't cover it here but we are more than welcome to help you via support if it's required.
To make an overtime rule, select the overtime rule tab and make sure that the drop down is selected to create new and click on the wizard hat icon to open up the wizard.
Once you have accessed the overtime rule wizard, you will be shown the window below. Here you can name the rule and add the overtime conditions. For example, "Use a target of Hours" condition will trigger the daily overtime rule when certain amount of time is hit during a work day, i.e if someone is set to work 6 hours a day and the rule is set to trigger on 7 then the overtime rule will come into affect once a user goes over 7 hours worked.
The "Daily Targets" page provides a seamless method for associating specific rates of pay with designated time thresholds. For instance, you can establish that employees are compensated at the base rate for the initial 7 hours worked, and subsequently switch to double time thereafter. These pay rates can be conveniently configured within the "Set Up" page. It's important to ensure that the total sum of time allocations adds up to 24 hours. Once you have finalized the settings, simply click "Finish" to save the rule and proceed.
In order to create a Week Set Up, it is essential to have a pre-existing Daily Setting in place. Once you have successfully created the Daily Setting, you can proceed to craft a new Week Set Up. To accomplish this, select "Create New" from the drop down menu and click on the icon featuring a wizard's hat, which will initiate the setup process for the Week Set Up.
In the wizard interface, you will be prompted to provide a name for the Week Set Up, as depicted in the accompanying image. Upon clicking "Next," you will be presented with the layout options for configuring the week. To proceed, select the appropriate Daily Setting and overtime rule from the dropdown menus. If you tick the checkbox above, you can apply the selected settings to each day of the week uniformly. Additionally, by designating a day as a rest day, it ensures that the absence of an employee on that day does not appear as "absent" in the reports, providing more accurate representations. Finally, click "Finish" to save and store the Week Set Up configuration.
You have the flexibility to make adjustments to your patterns by either editing or duplicating them. To edit a pattern, click on the desired pattern, and then click on the wizards hat icon to access the editing options.
If you wish to duplicate a pattern, you can achieve this by editing the shift and modifying the name to create a duplicate version of the shift.
Furthermore, if you decide to delete a shift, simply select the shift you wish to remove and click on the bin icon, as depicted below, to initiate the deletion process.
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