Shifts & Schedules

Understanding your work schedule, shift assignments, and viewing team rosters.

Quick Access

For Employees

Viewing Your Schedule

1. Go to HR → My Schedules (/hr/my-shift-calendar)
2. View your current week's schedule:
   • Assigned shifts per day
   • Start and end times
   • Off days
   • Leave days

[Screenshot: my-shift-calendar]

Understanding Your Shift

Each shift display shows:

Shift Types

Viewing Leave Balance

Your schedule view may also display:

• Remaining annual leave days
• Other leave type balances
• Upcoming public holidays

For Managers/HOD

Managing Team Schedules

1. Go to HR → Shift Calendar (/hr/shift-drag-drop-calendar)
2. Select your department
3. View the weekly/monthly roster

[Screenshot: shift-drag-drop-calendar]

Drag-and-Drop Scheduling

To change an employee's shift:

1. Click and hold the employee's shift block
2. Drag to the desired date
3. Drop to assign the new shift
4. Confirm the change

Viewing Staff Strength

The calendar shows:

• Number of staff scheduled per shift
• Minimum staffing requirements
• Under-staffed warnings (if configured)

[Screenshot: staff-strength-indicator]

Schedule Deviations

When actual attendance differs from scheduled:

• Deviation indicators highlight discrepancies
• Review reasons for schedule changes
• Approve or flag for follow-up

For HR Admin

Creating Shift Templates

1. Go to HR → Shift Schedule Templates (/hr/shift-schedule-templates)
2. Click + New Template
3. Configure:
   • Template name
   • Work days (Mon-Sun pattern)
   • Shifts per day
   • Break rules
   • Overtime settings

[Screenshot: shift-template-editor]

Assigning Shifts to Employees

Individual Assignment:

1. Go to employee profile
2. Navigate to Shift Schedule section
3. Assign shift template

Bulk Assignment:

1. Use the Shift Calendar
2. Select multiple employees
3. Apply template to selection

Managing Multiple Locations

For organizations with multiple work locations:

1. Ensure work locations are configured
2. Assign location-specific shift templates
3. Staff can be assigned to location-appropriate shifts

ShiftScheduleTemplate Complete Reference

The ShiftScheduleTemplate entity controls all aspects of shift timing, overtime, breaks, and penalties.

Core Settings

Shift Timing

Computed Properties:

• StartTimeFormatted: "HH:mm" format start time
• EndTimeFormatted: "HH:mm" format end time
• FormattedTime: "HH:mm - HH:mm" full range

Clock In/Out Settings

Break Configuration

Overtime Settings

OvertimeStrategy Options: | Value | Description | |-------|-------------| | DailyPayFactor | OT based on daily wage | | Fixed | Fixed OT rate per hour | | BasicSalaryPayFactor | OT based on basic salary |

Penalty Settings

AttendanceDeductionMode Options: | Value | Description | |-------|-------------| | None | No penalty applied | | FixedPerBlock | Fixed amount per time block | | OneTime | Single flat amount | | Tiered | Graduated by lateness severity | | DailyRate | Proportional to daily wage |

Wage Settings

ShiftWageValidity Structure: | Property | Type | Description | |----------|------|-------------| | From | DateOnly | Start date | | To | DateOnly? | End date | | Amount | decimal | Wage amount | | Note | string | Notes |

Timezone Settings

Work From Home

Template Configuration Examples

Example 1: Standard Office Shift

Name: "7.30AM" (i90042721 - Pilot)

{
  "Name": "7.30AM",
  "Code": "730AM",
  "StartsHour": 7,
  "StartsMinute": 30,
  "EndsHour": 16,
  "EndsMinute": 0,
  "WorkingHours": 7.5,

  "BreakIsMandatory": true,
  "MaxBreakLengthInMinutes": 60,

  "AllowOvertimeBefore": true,
  "AllowOvertimeAfter": true,
  "OvertimeClockOutBuffer": 30,
  "OvertimeBlockMode": "Floor",
  "OvertimeMinuteBlock": 60,
  "OvertimeFactor": 1.5,

  "PenaltyClockInBuffer": 5,
  "ClockInDeductionMode": "DailyRate"
}

Behavior:

• 07:30 - 16:00 shift (7.5 hours)
• 60-minute mandatory break
• OT requires 30+ min after shift
• OT rounded down to full hours
• 5-minute grace for late arrival

Example 2: Tiered Penalty Shift

Name: "Morning" (Kaewta - AppStafyCoTh)

{
  "Name": "Morning",
  "StartsHour": 8,
  "StartsMinute": 45,
  "EndsHour": 19,
  "EndsMinute": 45,

  "ClockInDeductionMode": "OneTime",
  "ClockInTieredPenalties": [
    {
      "Name": "Tier 1",
      "StartMinutes": 1,
      "EndMinutes": 15,
      "Rate": 10.00
    },
    {
      "Name": "Tier 2",
      "StartMinutes": 16,
      "EndMinutes": 45,
      "Rate": 30.00
    },
    {
      "Name": "Tier 3",
      "StartMinutes": 46,
      "EndMinutes": null,
      "Rate": 50.00
    }
  ]
}

Behavior:

• Late 1-15 min: RM 10 penalty
• Late 16-45 min: RM 30 penalty
• Late 46+ min: RM 50 penalty

Example 3: Custom OT Script Shift

Name: "Shop 3 - A" (MrPa - AppStafyCoTh)

{
  "Name": "Shop 3 - A",
  "OvertimeUseScript": true,
  "OvertimeScript": "if (ot is null) return null;\nvar minutes = Convert.ToDecimal(Math.Ceiling(ot.Value.TotalMinutes));\nreturn 0m;",

  "BreakDeductionMode": "FixedPerBlock",
  "BreakDeductionRate": 1.0,
  "PenaltyMinuteBlock": 1
}

Behavior:

• Custom script always returns 0 (no OT paid)
• Break excess: RM 1.00 per minute

Example 4: Flexible Hours Shift

{
  "Name": "Flexi 9-6",
  "StartsHour": 9,
  "StartsMinute": 0,
  "EndsHour": 18,
  "EndsMinute": 0,
  "WorkingHours": 8,

  "AllowedEarlyClockIn": 60,
  "PenaltyClockInBuffer": 30,
  "PenaltyClockOutBuffer": 30,

  "AllowOvertimeAfter": true,
  "OvertimeClockOutBuffer": 60
}

Behavior:

• Can clock in up to 60 min early
• 30-min grace for late/early
• OT only after 60+ min extra

Example 5: Night Shift

{
  "Name": "Night Shift",
  "StartsHour": 22,
  "StartsMinute": 0,
  "EndsHour": 6,
  "EndsMinute": 0,
  "WorkingHours": 7,

  "AllowOvertimeBefore": false,
  "AllowOvertimeAfter": true,
  "OvertimeClockOutBuffer": 15,
  "OvertimeFactor": 2.0
}

Behavior:

• 22:00 - 06:00 (crosses midnight)
• 2.0× OT factor (night premium)
• No pre-shift OT allowed

TieredPenalty Structure

Range Logic:

• Tier matches if: StartMinutes <= late minutes <= EndMinutes
• If EndMinutes is null: StartMinutes <= late minutes (no upper limit)

Schedule Views

Calendar Views Available

Shared Shift Calendar

For cross-department visibility:

1. Go to HR → Shared Shift Calendar (/hr/shared-shift-calendar)
2. View schedules across departments
3. Useful for coordination and coverage planning

Common Tasks

Request a Schedule Change

1. Contact your manager or HR
2. Provide:
   • Requested change dates
   • Preferred shift/time
   • Reason for request
3. Wait for approval

Schedule changes may require advance notice per company policy.

Swap Shifts with a Colleague

1. Both employees must agree to the swap
2. Manager approval is required
3. HR or Manager makes the change in the system

View Public Holidays

Public holidays are shown on your schedule calendar with special marking:

• Typically colored differently
• May show as "Public Holiday" in the shift slot
• Affects overtime calculations

Tips

1. Check schedule weekly - Review your upcoming week every Monday to plan ahead
2. Note pattern changes - If your shift pattern changes, verify with your manager
3. Plan leave around your schedule - Consider your shift pattern when applying for leave
4. Understand your template - Know your shift's OT and penalty settings

See Also

• Attendance & Timesheets
• Overtime Management
• Penalties & Deductions
• Calculation Examples