Shifts

Purpose

The Shifts screen allows administrators to assign work schedules to employees using predefined shift categories.

A shift defines when employees are expected to work during a specific period and serves as the foundation for attendance tracking, leave validation, overtime calculations, and workforce scheduling.

Assigned shifts are displayed on both the Work Shift Table and Attendance screens. Employees are expected to check in and check out according to their assigned work schedules.

The system uses shift assignments to:

• Calculate attendance compliance

• Determine late arrivals and early departures

• Validate leave requests

• Calculate working hours and overtime

• Generate attendance and workforce reports

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Create

To create a new shift assignment:

Step 1: Open Shifts

1. Navigate to Timesheets & Leave from the left sidebar.

2. Select Shifts.

Step 2: Create a New Shift

1. Click the New button.

2. The New Shift window will appear.

Step 3: Configure Shift Assignment

Employee Selection Criteria

1. Select one or more Departments (optional).

2. Select one or more Roles (optional).

3. Select the Staff members who will receive the shift assignment.

Shift Period

4. Enter the From Date.

5. Enter the To Date.

Recurrence Settings

6. Enable Repeat Weekly if the shift should repeat weekly.

7. Enable Specific Period to define the days of the week on which the shift should apply.

Shift Details

8. In the Shift Detail section, double-click the appropriate cell.

9. Select the required Shift Category.

Step 4: Save

1. Click Save.

The shift assignment will be created and displayed in the Work Shift Table and Attendance screens.

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View

The Shifts list displays all employee shift assignments configured within the organization.

Administrators can review:

• Assigned employees

• Departments

• Roles

• Shift periods

• Recurrence settings

• Assigned shift categories

Shift schedules are also visible in the Work Shift Table.

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Edit

To modify an existing shift assignment:

Step 1: Open Shifts

1. Navigate to Timesheets & Leave → Shifts.

Step 2: Select a Shift

1. Locate the shift assignment you want to modify.

2. Click Edit.

Step 3: Update Information

1. Modify the assignment criteria, dates, recurrence settings, or shift categories.

2. Review the changes.

Step 4: Save Changes

1. Click Save.

The updated shift assignment will immediately affect future attendance processing.

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Delete

To remove a shift assignment:

Step 1: Open Shifts

1. Navigate to Timesheets & Leave → Shifts.

Step 2: Select a Shift

1. Locate the shift assignment you want to delete.

2. Click Delete.

Step 3: Confirm Deletion

1. Review the confirmation message.

2. Confirm the deletion.

The selected shift assignment will be removed from the system.

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Field Descriptions

Field	Description
Department	Department(s) to which the shift assignment applies. If left blank, the shift applies to all departments.
Role	Role(s) to which the shift assignment applies. If left blank, the shift applies to all roles.
Staff	Employee(s) assigned to the shift schedule.
From Date	The date on which the shift assignment becomes effective.
To Date	The date on which the shift assignment ends.
Repeat Weekly	Determines whether the shift schedule repeats weekly.
Specific Period	Allows administrators to define specific weekdays on which the shift should be applied.
Shift Detail	Schedule grid used to assign shift categories to dates or recurring periods.
Shift Category	Predefined work schedule template assigned to employees.

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Workflow Rules

Shift Assignment Rules

• Shift assignments define employee working schedules.

• Employees follow the attendance schedule defined by their assigned shift.

• Shift assignments are displayed on the Work Shift Table and Attendance screens.

• Attendance processing references assigned shifts when evaluating employee attendance.

Employee Assignment Logic

Department-Based Assignment

When only Department is selected:

• The shift applies to employees belonging to the selected department(s).

Role-Based Assignment

When only Role is selected:

• The shift applies to employees assigned to the selected role(s).

Department and Role Combination

When both Department and Role are selected:

• The shift applies only to employees who belong to both the selected department(s) and role(s).

Staff Assignment

• Selected employees receive the configured shift schedule.

• Shift assignments can be targeted to specific employees regardless of department or role selection.

Shift Category Assignment Rules

• Shift categories must be created before they can be assigned.

• A shift category is assigned by selecting it within the Shift Detail grid.

• Assigned shift categories determine scheduled working hours, break periods, and attendance expectations.

Attendance Processing Rules

• Attendance calculations are based on assigned shifts.

• Employee check-in and check-out activities are evaluated against the scheduled shift.

• Shift schedules determine expected working hours.

Check-In / Check-Out Behavior

Employees are expected to:

• Check in according to the assigned shift start time.

• Check out according to the assigned shift end time.

The system uses shift schedules to evaluate attendance records.

Leave Request Workflow

• Leave requests are validated against assigned work schedules.

• Approved leave requests are processed in relation to scheduled shifts.

• Leave calculations consider employee shift assignments during the leave period.

Weekly Recurrence Rules

When Repeat Weekly is enabled:

• The shift automatically repeats each week during the defined date range.

When disabled:

• The shift applies only to the dates explicitly configured.

Specific Period Rules

When Specific Period is enabled:

• Administrators can define which weekdays the shift should apply.

• The shift is assigned only on the selected days.

Attendance Status Logic

Shift assignments serve as the basis for attendance status calculations, including:

• Present

• Absent

• Late Arrival

• Early Departure

• Leave

• Holiday

• No Shift

Overtime Calculation Rules

• Assigned shifts establish the standard working schedule.

• Overtime calculations compare actual worked hours against scheduled shift hours.

• Overtime eligibility and calculations depend on attendance records and assigned shift schedules.

Payroll Integration Behavior

• Shift schedules are used during attendance calculations that may contribute to payroll processing.

• Working hours and attendance results derived from shifts can be used by payroll-related functions.

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Synchronization

Data created in this screen is synchronized with:

• Work Shift Table

• Attendance Management

• Employee Attendance

• Leave Management

• Leave Requests

• Overtime Management

• Workforce Scheduling

• Employee Self-Service Portal

• Attendance Reports

• Workforce Reports

• Payroll Processing

Changes to shift assignments are reflected immediately across all related attendance and scheduling functions.

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Important Notes

• Shift categories must exist before shift assignments can be created.

• Employees can only be scheduled using available shift categories.

• Attendance calculations rely on assigned shift schedules.

• Department and Role filters can be used independently or together to control shift applicability.

• When both Department and Role are selected, employees must match both criteria to receive the shift assignment.

• Weekly recurring shifts continue throughout the configured date range.

• Changes to shift assignments may impact attendance calculations, leave validation, overtime calculations, and workforce reporting.

• Deleting a shift assignment removes the schedule from the Work Shift Table and future attendance evaluations.

• Administrators should verify shift assignments carefully before saving to ensure accurate attendance tracking.