How to Create Shifts

Introduction to Shifts 

Shifts is the 5th window under the definitions tab. The window for the Shifts section has two lists: the list of Shift groups, and the list of individual Shifts. Shift groups are intended for grouping some shifts together so several shifts can be assigned to one employee.

The Shifts section is intended to view, add, edit and delete shift groups and their shifts.

First of all, you should add a shift group by pressing Add button. If you already have another shift group, then you will be asked if you want to copy data from an existing record. If you want the shift group to have the same values as one of the existing shift groups click on the Yes button, then choose the shift group which you want to copy and press OK. If you decide not to copy - press Cancel.

Each shift group has the following fields: Code and Name which are required; by default the shift group is active, but you can set it also inactive by disabling this check box.

By enabling or disabling the Flex check box, you decide the type of the shift group. If not enabled, then the type of the shift group is fixed, which means that employees who work with this shift group are supposed to have fixed start and stop times. If the Flex check box is enabled, then the type of the shift group is flexible, which means that for the employees who work with this shift group, it is only important to work the defined amount of hours and doesn’t matter at all when they start working.

Each shift group can also have rounding rules. If you want to apply any rounding, select from the combo boxes corresponding In/Out, Outside, Lunch and Break Rounding rules..

Also, here you can enable using differentials by selecting the Use Differentials check box. If using differentials, you can define some hours in a day for which employees will be paid with a different wage (usually at a higher rate). Differentials will apply only to Hourly and Calculated Salary wage types. To setup a differential, click on the Add button, in the Add differentials window, choose the week days and the hours which must be paid differently, then enter the amount to be added to the employee’s hourly wage. If you select Add action, or if you select Multiply action, then enter the coefficient to be multiplied by employee’s hourly wage. At the end press OK.

After you are finished, click on the OK button to save the added Shift group.

Now when you have added a shift group, you can add a shift within the group. For that, select the shift group in which the shift must be added and click on the Add button from the second list of the window.

Here you must fill in some information about the shift:

Shift Code
Select a unique code for the shift.

Start /  Stop
Enter the Start and Stop times of the Shift, but note that these options will only be active if the shift group is fixed.

Cutoff
This value is intended for those employees who are assigned to a floating shift, which means that employee can work any shift of the shift group. The system uses this value to find the shift closest to the employee’s Clock In time and assigns the employee to that shift. If the employee's clock in time is after the Cutoff, the system moves down the list to compare with the next shift of the same shift group.
Note, that the Cutoff value must be higher than the Stop time of the previous Shift but cannot be higher than the Start time of the next Shift.

Access Restrictions (Start / Stop) fields are visible only when the Enable device access restrictions from shifts check box is selected from the General Settings window. This option is recommended if you have access control devices connected to your system and want to restrict access to those devices based on shift hours. For that, you should enter the Start and End times of the period during which employee can have access to the devices here.
Note that for FLEX shifts and FLOATER schedule these values are not used.

Lunches/Breaks
value is generated automatically after adding lunches and breaks and shows the sum of their durations.
It is not editable and its value can't be entered manually.

Total
value shows the total duration of the shift's working time. If the shift is fixed, then it is calculated by subtracting the lunches/breaks total duration from the Gross value. If shift is flexible, then the Total value is being entered manually.

Assign worked hours to, options are mainly intended for those employees who work over midnight, which assumes that Clock in and Clock out dates of those employees are different.
If Clock in date option is chosen, then worked hours will be accrued to the day when the employee clocked in.
If Clock out date option is chosen, then worked hours will be accrued to the day when the employee clocked out.

Lunch SG Max value defines the maximum possible duration of lunch when Swipe and Go is used

Break SG Max value defines the maximum possible duration of break when Swipe and Go is used. Note that those options will be inactive if the Use Swipe and Go function is disabled from the General Settings.

Next, you should Add lunches and breaks. 

Lunches

 In this window Under Lunches/Breaks table you can see the list of lunches and breaks of the shift; you can add new lunches and breaks, edit or delete existing ones. For adding new lunch or break click on Add button.

At first choose the type, either it is lunch or break, then enter duration in minutes. If lunch or break should be paid, then enable Paid check box.

Apply Mode
Choose how the lunch or break will be applied. Choose Elapsed, if you want it to be automatically committed, or Punched if you want employees to Punch In and Out for the lunch or break, or Elapsed or Punched if you want either Elapsed or Punched modes to apply. In the last case, if the employee has punched for lunch or break, then no lunch or break will be automatically committed, but if employee hasn't, then it will be deducted automatically.

Minimum Duration
Enter the minimum duration of the lunch or break for the cases when punched mode is applied. If the employee is outside for lunch or break less than the minimum duration, then the system won't consider it as a lunch or break.(Recommended Minimum Duration for lunch is 20 minutes and for a break 3 minutes)

Elapsed
Enter the amount of hours after which a lunch or break will be automatically deducted. Note that this field will be active only if Apply Mode is set to Elapsed or Elapsed or Punched.(This is commonly set at 6 hours)

From
Select whether the elapsed time should be counted from the Shift Start time or actual Clock in time. Note that this field will be active only if Apply Mode is set to Elapsed or Elapsed or Punched.

Pay Outside
Pay Outside checkbox is intended for those cases when the employee was outside for lunch or break longer than the amount specified in the Duration field. Check this option if you want the time exceeding the maximum duration also to be paid. Note that this field is active only if Paid check box is selected.

Deny Short Duration
Check this option if you want that short duration of lunch or break be denied. It means that after performing "Out for Lunch" and "Out for Break" punches from the device, employees wouldn't be able to perform any other action from the device until the lunch or break duration is over.
Take into consideration that this feature doesn't apply for all device types, but only for AMG-FP30 and some of TM2010-B types.

After all those steps click on ok button to save the lunch or break. And then OK to save added lunches/breaks in the shift.

After configuring all those settings, press ok to save the shift. 

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