Shift Template Setup

Create and manage shift templates, configure break rules, overtime settings, and attendance penalties.

Quick Access

Shift Templates Overview

Shift templates define:

• Work hours and patterns
• Break schedules
• Overtime rules
• Attendance penalties
• Flexible time settings

Creating a Shift Template

Step-by-Step

1. Go to HR → Shift Schedule Templates (/hr/shift-schedule-templates)
2. Click + New Template
3. Configure template settings (see sections below)
4. Save template

[Screenshot: shift-template-editor]

Basic Settings

Work Hours Configuration

Shift Timing

Example Configurations

Split Shifts

For shifts with extended breaks:

• Configure first work period
• Set break period
• Configure second work period

Break Rules

Break Settings

Break Types

Overtime Settings

OT Configuration

Overtime Calculation

Regular Hours: 8
Threshold: 8 hours
Work: 10 hours
OT Hours = 10 - 8 = 2 hours

OT Rate Examples

System Settings for OT

Attendance Tolerance

Late Arrival Tolerance

Early Departure Tolerance

Example

Shift Start: 09:00
Grace Period: 5 minutes
- Clock in 09:04 = On time
- Clock in 09:06 = Late (1 minute)
- Clock in 09:15 = Late (10 minutes)

Penalty Definitions

Accessing Penalties

1. Go to Settings → Penalty Definitions (/settings/penalty-definitions)
2. View and configure penalty rules

[Screenshot: penalty-definitions]

Penalty Types

Configuring Penalties

1. Create penalty rule
2. Set:
   • Penalty name
   • Trigger condition (minutes late, absent)
   • Calculation method
   • Deduction amount or formula
3. Link to shift template

Penalty Calculation Methods

Flexible Time (Flexi-shift)

Flexi Settings

Example Flexi Configuration

Flexi Window: 07:00 - 19:00
Core Hours: 10:00 - 16:00
Required: 8 hours

Employee can:
- Start anytime 07:00 - 10:00
- End anytime 16:00 - 19:00
- Must be present 10:00 - 16:00
- Must complete 8 hours total

Assigning Templates

Individual Assignment

1. Open employee profile
2. Navigate to shift section
3. Assign template
4. Set effective date

Bulk Assignment

1. Go to Shift Calendar
2. Select employees
3. Apply template
4. Confirm assignment

Department Default

Assign default template to department:

1. Edit department settings
2. Set default shift template
3. New employees inherit default

Managing Multiple Templates

When to Use Multiple Templates

Template Versioning

When changing templates:

• Create new version
• Set effective date
• Old template remains for historical data

Common Tasks

Change Shift Timing

1. Open template
2. Modify start/end times
3. Adjust break if needed
4. Save (consider new version)

Add New Penalty

1. Go to Penalty Definitions
2. Create new penalty
3. Configure trigger and amount
4. Assign to relevant templates

Create Rotating Shift

For shifts that rotate:

1. Create template for each shift
2. Use shift calendar to assign
3. Rotate assignments weekly/monthly

Tips

1. Test before deploying - Try templates with a small group first
2. Document changes - Keep records of template modifications
3. Consider transitions - Plan overlap when changing templates
4. Review regularly - Audit templates against actual needs

See Also

• Shifts & Schedules
• Overtime Management
• Attendance & Timesheets