What is a Shift?
Shifts contain all of the information and guidelines for your employees to follow and rules around lates and lunches. Employees are assigned to a shift, and that is how their hours are calculated. Administrators and Department heads have access to add/edit/delete shifts.
Adding a Shift
To add a shift, click on Shifts (1) on the left tool bar under the Main heading and then click Add Shift (2) at the top. From there you can give the shift a name, as well as add a start and end time (3).
Editing a Shift
To edit a shift click on the box on the top right. Here all the information can be fine-tuned. Below is a description of each function that can be edited:
Name: The name in the example above is Administration, but this is just a name to reference the shift, it doesn’t have to be related to the name of a department—it can be anything.
Part Time (check box): If yes, they aren't marked as absent and lates don't apply to them.
Start/End Time: The employee’s expected work hours.
Late Threshold: The employee’s grace period where lates will not count.
If employee signs in/out early/late, round:
- Up to the next 15 minutes: The employee’s clock time will round ahead in time to the next 15 minute interval, either 15, 30, 45, 00, depending on their actual clock time (eg: employee punches in at 11:07am. The clock time that will show up when their pay starts will be 11:15am). This is useful for signing in.
- Down to the last 15 minutes: The employee’s clock time will round behind in time to the previous 15 minute interval, either 15, 30, 45, 00, depending on their actual clock time (eg: employee punches out at 11:07am. The clock time that will show up when their pay ends will be 11:00am). This is useful for signing out.
- To start/end time: The employee’s clock time will be their scheduled start/end time, regardless of when they actually clock in/out.
- To actual time: The employee’s clock time will be whenever they sign in/out.
Automatically Deduct Lunch (yes/no): If yes, the lunch period (default 30min) will be deducted automatically so they don't have to punch out for lunch. This means they can take a 35 minute lunch without being penalized. If no, they have to punch out for lunch and if they are late punching back in then amount to deduct for late lunch applies.
Lunch Period: How long the employee has for lunch.
Min Hours Worked Before Lunch Deduction: How long an employee has to work before they are allowed to take a lunch. In our example, if an employee’s shift is shorter than 7 hours a lunch is not required.
Amount to Deduct for late Lunch: This works in the same way as if employee signs in/out early/late.
Lunch Start/End Time: The start time of the employee’s lunch (end time will be calculated automatically).
Calculate Hours On: If an employee is working nights and they start Thursday night and work until Friday morning, this determines what week their pay for that shift goes on.
Calculate Hours on Weekends: This works in the same way as Calculate Hours On.
To modify an employee’s next effective shift click on Employees (1) on the left tool bar under the Main heading and then click Manage Next Effective Shift (2) at the top. From there, select the two drop downs at the top for Next Effective Shift and Effective Date (3) and then check off all the employees that need their shift changed (4), and click save (5).
Deleting a Shift
In order to delete a shift, there cannot be any employees that have that shift. If no employees have that shift there will be a garbage can (1) icon on the right of that shift. Click the icon, then click yes.