Shift Settings
What is Shifts Settings?
Shift settings allow administrators to manage all shift related preferences, add and manage shifts, setup approvals, shift rotations and more.
What can you do in Shifts Settings?
Default Work Shift
Here, the default shift for your employees is selected. The shift selected here applies to all employees, unless they are specifically mapped to a different shift or any specific policies are defined. The default shift timing in Zoho People will be 9:00 AM - 6:00 PM and this can be changed within the Manage Shifts page.
To select the default work shift, navigate to Settings > Shifts > Configuration > General and use the drop-down to select the default work shift.
To edit the General Shift timings, navigate to Settings > Shifts > General > Manage Shifts and click on General to make changes.
Looking to conifugre the attendance policy in your organization? Click hereConfigure Shift Mapping Permissions
Here you can manage permissions for the Shift Mapping feature in Zoho People. Organizations may typically only allow managers to perform shift mapping, this can be achieved here. You can also allow typical employees ("team member" role) to view shift mapping details.
By default, administrators can perform shift mapping for all users.
- To configure shift mapping, navigate to Settings > Shifts > Configuration > General
- Grant or deny permissions using the checkboxes provided. Viewing, editing, and access to changing the shifts for past dates can be configured here.
- If you wish to make reason mandatory for shift change, this can be enabled here.
- You also have a shortcut to configuring an approval process for shift changes.
Notify Employees on Shift Change
Use this feature to send an automated notification when a shift change is performed. This will allow employees to be informed when they need to work a different shift from what they are currently working.
You have options to enable Email and Feeds (accessed via the top-right bell icon(
) alerts here.
Shift Allowance
Use this option to control eligibility for a shift allowance based on a minimum time requirement.
Shift allowance rate per day is specified within individual shifts. Navigate to Settings > Shifts > General > Manage Shifts and select a shift to enable the "Provide shift allowance" option and specify the rate per day. This data is typically pushed to Zoho Payroll or exported. The data can be accessed in the Attendance tabular view and Presence hours break-up report.
Manage Shifts
To Manage Shifts, navigate to Settings > Shifts > General > Manage Shifts tab. As the name suggests, this space allows you to create, delete, edit shifts, and all of its associated preferences.
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
To add a new shift click on Add Shift. To edit any added shift, simply click on one of the shifts listed here.
- Enter a shift name and choose a identification color.
- Specify the shift duration.
- 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 Margins preferences as required. With the settings depicted in the screenshot below, the shift starts at 9:00 AM and ends at 05:00 PM. However, employees can check-in as early as 08:00 AM and leave as late as 06:00 PM.
- Choose if weekends are based on location or shifts.
- If you want to have half working days or half weekends, then enable the corresponding option. On enabling this option, you can choose between a full day, first or thesecond half as the weekend. For example:
In this example, Sundays are holidays. However, the first half of all Saturdays are considered as a shift (half working day). 2nd half is considered as weekend. - 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.
- 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.
- Click Save
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.
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