What is Shifts Settings?

Default Work Shift

Looking to configure the attendance policy in your organization? Click here

Configure Shift Mapping Permissions

By default, administrators can perform shift mapping for all users.

1. To configure shift mapping, navigate to Settings > Shifts > Configuration > General 
   
2. Grant or deny permissions using the checkboxes provided. Viewing, editing, and access to changing the shifts for past dates can be configured here.
   
3. If you wish to make reason mandatory for shift change, this can be enabled here.
   
4. You also have a shortcut to configuring an approval process for shift changes.
   

Notify Employees on Shift Change

You have options to enable Email and Feeds (accessed via the top-right bell icon() alerts here.

Shift Allowance

Manage Shifts

Shifts can also be managed from Operations > Shift > Manage Shift. The purpose of allowing access to manage shifts from the Operations space is to allow non-administrators who have been given exclusive access to Shift Operations to access this service without granting them access to Shift Settings, this ensures better security.

Adding and Editing Shifts

1. Enter a shift name and choose an identification color.
   
2. Specify the shift duration.
   
3. If shift times are not too specific in your organization, you can allow employees to check in/check out earlier or later than the shift duration. Enable and adjust the Shift Margin preferences as required. With the settings depicted in the screenshot below, the shift starts at 9:00 AM and ends at 06:00 PM. However, employees can check in as early as 08:00 AM and leave as late as 07:00 PM.
   
   
   
   
4. You can enable and configure Core Working Hours for a shift. These are fixed hours when employees are required to be present at work, even if the shift has flexible start or end times. Once enabled, core working hours are tracked for that shift.

   

   Limitations:
   - You can add up to 5 core working hours for a shift.
   - You cannot configure core working hours that overlap with an existing break configuration.

   Example: For a General Shift (9:00 AM to 6:00 PM) with core working hours set from 2:30 PM to 3:00 PM. Employees can start earlier or later, but they must be available during the 2:30–3:00 PM period to support team collaboration and operational efficiency.
   

   Configure attendance Grace Period Policy to take actions such as marking as leave or absent if core working hours are deviated.
   
5. Enable Restrict breaks during core working hours option if you want to prevent employees from availing manual or automatic breaks during the specified core working hours. 
   Example scenario 1: Restrict breaks during core working hours - Configuring and availing breaks restricted within core working hours

    If core working hours is set for General Shift as 10:30 AM to 2:00 PM, and if Restrict break during core working hours is enabled:

   
   

   - Administrators cannot configure the new break within the core working hours.
   
   

   
   
   - Employees cannot avail manual breaks, and automatic breaks will not be logged during core working hours.
   
   
   
   
   Example scenario 2: Restrict breaks during working hours – Employee started break before core hours and ended after core hours (notification)

   If an employee starts a break before core working hours and it ends during or after the core hours, a system-generated email will be sent to the employee, their reporting manager (RM), and the admin, notifying them that the employee availed break during core working hours. This is a system default action.

   
   

   Example:

   
   

   Shift: General (9:00 AM – 6:00 PM)

   Shift Core Hours: 4:00 PM – 4:30 PM

   Restrict Break During Core Working Hours: Enabled

   Break Hours Configured for Employee: 1 hour

   
   

   Scenario:

   
   

   Employee starts break at 3:45 PM

   Employee resumes work at 4:45 PM

   
   

   Outcome:

   Since the break overlaps with the core hours, a notification is automatically sent to the employee, reporting manager, and administrators, informing them that the employee availed a break during core working hours.

6. Choose if weekends are based on location or shifts:
   
1. For location selection, the weekend configuration from the work calendar will be applied based on shift applicable location.
   
2. For shift selection, you can set half working days or half weekends by enabling the corresponding option for this shift. Once enabled, you can choose whether the weekend applies to a full day, the first half, or the second half.
   For example, Sundays can be set as holidays, while the first half of all Saturdays can be set as  working day and the second half is considered as weekend.

7. If you wish to record shift allowance, then enable the Provide Shift Allowance option and provide the rate per day. This data is typically exported. The data can be accessed in the Attendance Tabular View and Presence hours break-up report.
   
   
8. Finally, select the applicable locations for this shift. Use the Add Criteria button to select departments or divisions within the selected location to have precise control over applicability. 
   
9. Click Save.
   
10. To map a shift to your employees , refer to Employee shift mapping.

To customize aspects such as working hours, strict or lenient attendance modes, overtime and deviation calculation, imposing maximum work hours, time round-off, or grace period, check out the Specific Policy feature available through the Attendance service settings. 

Shift Pattern