1. Navigate to Settings > Attendance > Configuration > Overtime Policy.
   
2. Click Add Overtime Policy.
   
3. For Japan's overtime policy, you can use the prefill option and customize it as needed.
   
   
   
   
4. Enter the policy name.
   
5. Select policy applicability based on location, department, or employment type.
   

   

   When an employee qualifies for multiple overtime (OT) policies, the applicable policy is determined based on the following priority order:
   

   
   

   (i) Employment Type-Based Policy (Highest Priority): If an OT policy is assigned based on the employee’s employment type, such as full-time, part-time, or contractual, it takes precedence over all other applicable policies.
   

   
   

   (ii) Department-Based Policy (Second Priority): If no employment type-based policy is assigned, the system checks for an OT policy linked to the employee’s department, such as Sales, Engineering, or HR.
   
   

   (iii) Location-Based Policy (Third Priority): If neither employment type-based nor department-based policies are assigned, the system applies the OT policy associated with the employee’s work location, such as Chennai or Bangalore.
6. Set specific overtime rules for daily, weekly, monthly, and weekend work based on your organization’s needs. For detailed information on how each rule works, click here to learn more.
7. Enable the overtime policy report to view consolidated overtime data of applicable employees. This action will show or hide the Overtime Policy Report under Reports > Organization Reports > Attendance > Overtime Policy Report.
   
   

Notification - Turn on the following notifications to alert employees and their reporting managers when the overtime limit is reached. 

1. Notify when monthly overtime exceeds the given limit.
   
   

   For this alert, weekend extended overtime hours are excluded for limit calculation.
2. Notify when yearly overtime exceeds the given limit.
   
3. Notify when the monthly overtime limit exceeds the specified number of times in a year.
   
4. Notify when the total monthly overtime exceeds the given limit.
   

   For this alert, all overtime hours for the month are included for limit calculation, which also includes weekend extended overtime hours.
5. Notify when average overtime over the past consecutive months exceeds the given limit.
   

   

   The validation to trigger the notification is based on rolling averages calculated within the calendar year. For example, for a two-month notification, the system will validate the limit each month by checking if the average for the consecutive two months is within the allowed limits.
6. Click Save to add the overtime policy. The policy will be immediately effective for the applicable employees, and their overtime hours will be recorded as per the configuration.

Feature Explanation

Employee Shift Mapping

Employee shift mapping is assigning employees to specific working shifts. This process helps manage and complete work on time by ensuring the right resources are allocated to the appropriate shifts. To know more about employee shift mapping, click here to learn more.

To perform employee shift mapping, navigate to Operations > Shifts > Employee Shift Mapping tab. 

Shift Pattern 

This feature allows you to create shift patterns with a custom shift schedule for a week, month, or custom days based on your organization's operational requirements. To know more about creating shift pattern for weekly or monthly type, click here to learn more.

To perform this action, navigate to Settings (gear icon) > Shifts > Configuration > Shift Patterns > Add Shift Pattern.

Administrators can enable lenient mode in the attendance service, allowing the system to calculate total working hours based on valid check-in and check-out. With this setup, employees only need to check in at a specified time to be marked present for the entire day. You can manually set the expected working hours for employees or set them with their assigned shift timings. Learn more.

To cofigure this, navigate to Settings (gear icon) > Attendance > Configuration > Attendance Policy.

Annual Paid Leave (Article 39)

Core Working Hours for Flexi Shift

To configure this, Settings (gear icon) > Shifts > General > Manage Shifts > Add Shift.

Navigate to Settings (gear icon) > Attendance > Configuration > Specific Policies > Add Specific Policy .

Holiday Classification 

1. To configure this, navigate to Settings (gear icon) > Leave > Configuration > Additional Options.
   
   

   Employees can view the holiday along with its classification type, and the classification is also included in related Leave service reports.
   
2. In addition to the system classifications, you can click Add Classification to add new holiday classification.
   
   
   
   
3. After adding a new one, to view this navigate to Leave (left side bar) > Holidays. Click on the filter option (right corner) and select the holiday classification you added.
   
   
   

Example holiday classifications include: Public Holiday, Bank Holiday, Regional Holiday, Weekend Holiday, and more.

Late Arrival & Early Exit Reminders

1. Navigate to Settings (gear icon) > Attendance > Configuration > Check In and Check Out.
   
   
   
   
   
   
2. For every late check-in: The reporting manager will receive an instant notification.
3. For early check-outs: A notification will be sent to the reporting manager at the end of the shift, listing all employees who checked out early.
4. For missed check-ins: A notification will be sent at the configured time, listing all employees who have not checked in.
   
   
   
   
5. To customize Email Template to your organizational preference, click Customize Email Template.
   

Labor Union Representative

A labor union representative in a Japan-region IT company is an employee selected or appointed to represent workers’ interests in negotiations with management over working conditions, wages, and labor rights.

In Zoho People, you can add Labor Union Representatives who may either be internal or external. Internal representatives are employees within the organization, while external representatives are from outside the organization. Each representative serves for a defined tenure, and at any given time, the position can be held by an internal representative, an external representative, or both simultaneously. 

Feature Explanation 

Only Administrators have access to add a Labor Union Representative.

Follow the steps bellow to add a new Labor Union Representaitve record:

1. Navigate to Operations and select the Attendance service.
   
2. Select the Labor Union Representative tab.
   
3. Click on the Add Representative buton.
   
   
   
   
4. Use the drop-down menu to select the representative type.
   – If you choose Internal, select an employee from within your organization.
   – If you choose External, enter the representative’s details such as name, email, and address.
   – If you choose Internal & External, select an internal employee and also provide the external representative’s details.
   Proceed by defining the representative tenure by using the date-range selection options.
   
   
   
   
5. Click on Add Record. The Labor Union Representative record will now be successfully added.
   

To learn more about managing and viewing labor union representative records, click here to learn more.

NOTE
For the same tenure, you will not be able to add multiple records. 

Extra Agreement Handling

Extra Agreement Handling is a Japan-specific feature that allows administrators to record special clauses. These clauses define periods during which designated employees are legally permitted to work extended overtime. 

For each employee a maximum of 6 special clauses (extended overtime) records can be added within a year, i.e, the system will not allow adding more than six instances within a year. 

Feature Explanation

NOTE
Only Administrators have access to view/add/edit special clause records.

Administrators can add special clauses, which are records that legally permit extended overtime for a designated employee. Follow the steps below to add a record:

1. Navigate to Operations and select the Attendance service.
   
2. Select the Extra Agreement Handling tab.
   
3. Click on the Add Special Clause button.
   
   
   
   
4. Use the drop-down to select a specific employee. Use the date range selection option to define the period of extended overtime.
   
   
   
   
5. Click Submit. The record will now be added.
   

To learn more about viewing special clause records, click here to learn more.